Receptionist and Facilities Coordinator

POST: Part time Receptionist and Facilities coordinator

**Salary**: LLW for 15 hours

SERVICE Base: Minik Kardes at The Factory

RESPONSIBLE TO: Children’s Centre Receptionist and Admin/Head of Nursery

**Primary Job Function**

To provide the first point of contact for all visitors to the centre, welcoming them

and providing information or referring to the appropriate member of staff.

15 hours per week; 3pm and 6pm.

**Responsibilities**:
To take responsibility for promoting and safeguarding the welfare of children and young

persons who you come into contact with.

**Reception Duties**

To provide the first point of contact for all visitors to the centre, welcoming them

and providing information or referring to the appropriate member of staff

To monitor access via the main door of visitors to the centre and ensure that all

visitors sign in when they arrive and sign out when they depart.

To undertake clerical work within the office including:

- filing and manual administrative systems,
- photocopying,
- Dealing with incoming and outgoing mail,
- using appropriate office equipment.

To distribute adult and children’s vitamins.

To ensure children are signed in and out before going to the rooms.

To make arrangements for services and professionals using the centre as

appropriate, including room booking and booking appointments as instructed.

To monitor and manage your own workload and keep records in an agreed format.

To answer the telephone as required.

To log accidents and Incidents.

To receive and record income as instructed.

To collect monitoring information about service use as instructed

Willing to cover occasional extra days as and when required (with notice)

To carry out such other duties, appropriate to the post, as may reasonably be

required.

Willing to work out of hours at evenings and weekends as necessary.

Caretaking
- Test alarms once a week

DRAFT
- Check all windows, doors and lighting are operational once a week.
- Book providers, after agreeing with the head of nursery for minor repairs and painting.
- To help maintain the gardens.
- To be the point of contact for contractors who require entry to the building for maintenance.
- At times the role may be required to lock up and check the building at 6.30pm
- To be trained in Health and safety (regular courses will be provided)

Confidentiality

The nature of the job requires a high degree of initiative, confidentiality, tact and

discretion when giving or receiving information, which could be confidential.

ADDITIONAL:

- To use and assist others in the use of information technology systems to carry out duties in the most efficient and effective manner.
- To achieve agreed service outcomes and outputs, and personal appraisal

targets, as agreed by the line manager.
- To undertake training and constructively take part in meetings, supervision, seminars and other events designed to improve communication and assist with the effective development of the post and post holder.
- The post holder is expected to be committed to the core values of public service, quality, equality and empowerment and to demonstrate this commitment in the way they carry out their duties.
- Ensure all the services within the area(s) of responsibility are provided in accordance with a commitment to high quality service provision to users.
- Ensure that duties are undertaken with due regard and compliance with the

Data Protection Act and other legislation.
- Carry out duties and responsibilities in accordance with Health and Safety Policies and relevant Health and Safety legislation.
- At all times carrying out responsibilities/duties within the framework of the

Equal Opportunities Policy.

Person Specification

The person specification is a picture of skills, knowledge and experience required

to carry out the job. It has been used to draw up the advert and will also be used in

the short-listing and interview process for this post.

**REQUIREMENTS**:
EDUCATION and EXPERIENCE

E1 Educated to GCSE standard or equivalent A/I

E2 Experience of general administrative and clerical duties A/I

KNOWLEDGE, SKILLS and ABILITY

E3 Good literacy and numeracy skills A/I

E4 Good interpersonal and communication skills including face to face, on the telephone and by letter

E5 Good organisational skills, able to plan and manage own time effectively, work on own initiative and operate diary systems

E6 Good word processing skills.

E7 Ability to work as part of a team and be able to respond flexibly to changing demands

E8 Ability to work to Council standards for customer care

E9 Ability to adhere, support, implement and work with the Council’s Dignity for All Policy

E10 Willing to work out of hours at evenings and weekends as necessary

E11 Ability to pass a literacy test covering spelling and grammar

E12 Displays an awareness, understanding and commitment to

the protection and safeguarding of children and young people.

Commitment to Equal opportunities