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Office Administrator/ Receptionist

3 months ago

High Wycombe, United Kingdom Buckinghamshire Mind Full time
DescriptionOffice Administrator/ Receptionist Salary:               £11.50 ph  (FTE £22,126 pa)Hours:                25 per week, Mon-FriContract:          permanentLocation:           High WycombeStart date:        asap from 1 July 2024                       Who we are We connect. We support. We influence. We deliver services in our local communities, in Buckinghamshire and East Berkshire. We promote wellbeing and recovery; we prevent mental ill health; we offer talking therapies and we provide support in times of crisis.We are an independent charity that is proud to be affiliated with national Mind and to adhere to its quality standards of governance and service delivery. Buckinghamshire Mind is part of a network of over 100 Local Minds, which provide trusted mental health services to our communities. We’re seeking a friendly and efficient person to be the first point of contact for people at Bucks Mind. You’ll be the one who is up to date on our services, our team, and on other relevant local services. You’ll provide help and advice to external contacts and internal colleagues. The role will also provide administrative support on site at our High Wycombe head office. You’ll need to be well organised and proactive to seek, provide and capture information, and you’ll need a calm and professional manner. You will have contact with other Bucks Mind employees and People We Support at our office as our building is both a working space and a space for groups.

See the job descriptions for more details and for a description of our benefits.

How to apply

Please send your CV and application form.
Please send a short covering letter explaining why you’re interested in the role and how you meet the criteria for it.
(Please note any candidates that do not complete the application form and submit a covering letter may not be considered for the role).

Interviews will be held on a rolling basis and we will close the position if we find the right person – so if you’d like to apply – please don’t delay We’d love to hear from you. Buckinghamshire Mind is an Equal Opportunities and inclusive employer. We welcome applications from all sections of the community. If you meet most or all the essential criteria we welcome your application as training and development can be provided to give you further skills. Any offer made relating to this post will be subject to satisfactory references and a satisfactory enhanced DBS check. 
Key ResponsibilitiesBackgroundDue to the growth of our counselling service we have split our coordinator/receptionist role and created two new roles at Bucks Mind.  Purpose of role  The postholder will provide proactive reception duties and effective administrative support for Buckinghamshire Mind at their High Wycombe office, being the first point of contact for People We Support, volunteers and visitors.  Members of the public who contact us are often experiencing difficulties with their mental health so it’s crucial that all contacts are handled in a friendly empathetic way with the postholder utilising excellent listening skills.  The postholder will also provide administrative support to the Quality Team to deliver a safe, compliant and suitable working environment for the variety of different services using the High Wycombe office.   Ad hoc administrative support for the Senior Management Team will also be required so the postholder needs to be organised and thorough.  This is an integral role at Buckinghamshire Mind, requiring someone that is a highly efficient administrator who can listen attentively and signpost to the appropriate internal or external service with confidence and in a supportive way.  Responsibilities  
Reception
  • Provide a friendly and efficient service at reception, ensuring that all visitors to Bucks Mind are welcomed and their needs are appropriately met.
  • Deal with incoming phone calls in a manner which is sensitive to individual needs and signpost to people/places where appropriate.
  • Manage incoming email enquiries , ensuring accurate information is sourced and a response is provided in a timely and professional manner. 
  • Log all incoming communications (email, phone and in person) on the Bucks Mind CRM system.
 Administration/Business Support
  • Oversee the Bucks Mind room booking system (using Microsoft Outlook) to ensure it is up to date and runs smoothly.
  • Monitor and order stationery and office/cleaning supplies for High Wycombe.
  • Work with the H&S Lead and Quality Lead to coordinate any work that needs doing in the High Wycombe premises, liaising with the landlord where required. 
  • Ensure that the environment at High Wycombe is maintained in good order to support wellbeing of staff, volunteers and people we support. 
  • Support the ICT Lead with basic setup and asset logging of IT equipment (laptops & phones)
  • Support the ICT Lead with IT induction for new starters and issuing new equipment to existing staff.
  • Fire Marshal duties for the High Wycombe office including arranging bi-annual fire drills and maintaining records. 
  • Be the main on-site First Aider for the High Wycombe office.
  • Carry out safety walk throughs for new starters based at High Wycombe.
  • Train staff in the use of the fire evacuation chair.
  • Carry out monthly walk-through H&S checks in conjunction with the H&S Lead.
  • Responsibility for securing the building at the end of the working day if last to leave.
  • Provide additional administrative support to the Quality Team as required.
  • Provide administrative support to senior staff members as required.
Other 
  • Work within Buckinghamshire Mind and Mind in Berkshire’s policies and procedures including Performance Management, Confidentiality, Safeguarding, Equal Opportunities, People We Support Involvement, Health and Safety and the Professional Boundaries policy. 
  • Keep informed about other projects, events and related issues regarding Buckinghamshire and Mind in Berkshire. 
  • Keep line manager up to date and informed. 
  • Work in a flexible way to take on other responsibilities as appropriate. 

Experience, Qualifications, Knowledge and Skills Essential
  • Experience in a public-facing reception role (or similar).
  • Solid office administration experience.
  • Good written and verbal communication skills.
  • Ability to manage own workload and manage conflicting priorities using 
  • aproactive approach to creating a positive working environment.
  • Comfortable working independently with minimal day to day supervision
  • Have a basic understanding of Health and Safety and be comfortable with overseeing building security.
Desirable    
  • Experience of working in a charity
 IT, Communication and Interpersonal skills  Essential
  • Excellent communication and interpersonal skills especially with people who experience/have experienced mental health issues.
  • Customer service skills with a problem solving attitude. 
  • Empathetic written style for responding sensitively to email enquiries.
  • Able to be calm and empathetic when dealing with members of the public.
  • Able to network and build sustainable working relationships with volunteers, staff and other agencies.
  • Good level of IT skills including Microsoft Office and Outlook.   
Desirable
  • Previous use of a Client Relationship Management (CRM) system and/or other database systems would be advantageous.
Other Essential
  • Always represent the organisation in a professional and appropriate manner.
  • Supports the aims and work of Buckinghamshire Mind.
  • Committed to working for equal opportunities for all people. 
  • To recognise, challenge and be responsive to stigma and discrimination of all kinds. 
  • Maintain confidentiality in line with Buckinghamshire Mind policy. 

BenefitsPlease click link below:
Benefits | Buckinghamshire Mind Careers (pinpointhq.com)
Buckinghamshire Mind is an independent charity providing high quality services to support and represent people with mental health needs in the local community. We work to provide a voice for people with mental health needs, to fight stigma and campaign to influence policy and decision making locally. We are committed to making sure our services are inclusive and meet the diverse needs of people in Buckinghamshire and East Berkshire.

Buckinghamshire Mind is run by local people for local people and is responsible for its own funding and the services it provides. 

We are an independent charity that is proud to be affiliated with national Mind and to adhere to its quality standards of governance and service delivery. Buckinghamshire Mind is part of a network of over 100 Local Minds, which provide trusted mental health services to our communities.