Front of House and Charity Support Coordinator

This role is based at our state of the art airbase in Outmarsh, Semington, BA14 6JX where our charity team and crew work alongside each other. The charity's opening hours are 9am to 5pm Monday to Friday and this role is required to work these hours. Due to the nature of the role, remote/hybrid working is not possible and neither is flexibility about the start and end times.

**Please look at our website for recruitment pack**

Wiltshire Air Ambulance (WAA) is a lifesaving charity providing an essential Helicopter Emergency Medical Service (HEMS) to people living, working and travelling across Wiltshire and Bath.

You will be playing a pivotal role in raising the £4.5 million needed each year to ensure our aircraft and crew can keep flying.

This role will be the first point of contact for all visitors arriving at the airbase, ensuring the best possible welcome for our supporters and stakeholders in accordance with the charity’s values, culture and operational commitments.

The role will also coordinate the Emergency Awareness Training programme by assisting on the day-to-day administration of the programme activities of the team and providing administrative support to the whole of the charity team.

**RESPONSIBILITIES**:
**Front of House**
- To ensure Reception operates in a professional manner within the agreed office hours
- To operate the main phones in an efficient and business-like manner
- Receive, log and announce all incoming visitors to the site. Receive donations brought into the base
- Procure and replenish team refreshments supplied by the charity, keeping a record of stock
- Ensure incoming/outgoing/internal post is sorted promptly
- Prepare and arrange collection of mail for courier service

**Emergency Awareness Training Programme**

The Education programme is designed to show young people what to do in real emergencies so they can have a true impact and potentially save lives.

We attend primary and secondary schools and the training is different depending on the age of the children involved.

Key coordinator role for the Emergency Awareness Trainer. This will include:

- Managing the calendar of training days
- Following up with the schools with confirmed bookings
- Sending out information to schools who are interested in the training
- Working with the finance team re the invoicing of schools (Finance will do the follow-up for unpaid invoices)
- Helping with the marketing and promotion of the scheme
- Answering any day-to-day questions from schools about the programme by informative reports and engaging narrative
- Preparing accurate data about our education programme and contributing to accurate and inspiring impact reports

**Charity Office Support**
- Coordinating and diarising airbase meeting room bookings from both internal colleagues and external organisations
- Ensuring meeting rooms are appropriately configured and resourced ready for use
- Collaborating with the marketing team to promote our meeting rooms as a venue for businesses
- Occasionally hosting visits from supporters and patients. Some of these individuals may be grieving and require particular care and sensitivity, for which additional training is available
- Sending out fundraising packs and resources to supporters as required
- Assisting with WAA events and preparing resources for volunteers as required

**General Duties**
- To actively promote the core values of Wiltshire Air Ambulance whilst working towards achieving the strategic objectives of the charity
- To act as an ambassador for the charity and assist where required at events organised by Wiltshire Air Ambulance. This may include evening/weekend work for which time off in lieu will be given
- Where appropriate communicate with patients and their relatives in a sensitive and compassionate manner
- Any other duties as may be required

**PERSON SPECIFICATION**
- Excellent communication skills - in writing, face to face and over the phone
- Enthusiastic, energetic and adaptable with a “can do” attitude
- Warmth, authenticity and trustworthiness
- Able to work effectively as part of a team but able to carry out tasks independently
- IT literate with ability to use Microsoft Office 365 including Excel, Word, PowerPoint
- The individual would ideally have customer service experience or have previously worked in a reception/ administrator role

**BENEFITS**:
We offer a generous package including 25 days annual leave plus bank holidays and your birthday off, Health Cash Plan, Group Life Assurance (3 x salary, conditional upon still being employed by the charity), Blue Light Card discounts, up to 6% employer pension contributions, ongoing development, free parking and electric vehicle charging at our airbase.

**BASE**:At our state-of-the-art airbase in Outmarsh, Semington, BA14 6JX, where our charity team and crew work alongside each other. The charity’s opening hours are 9am-5pm Monday to Friday and the post-holder is required to work these hours. Due to the