Receptionist/Administrator

Receptionist/Administrator

PURPOSE OF THE POST 

• To provide a high quality, efficient reception service at Clarence House
• To be responsible for a varied workload of administration tasks

MAIN DUTIES AND RESPONSIBILITIES 

Reception

To provide a high quality, efficient reception service at Clarence House

1. Provide daytime and evening Reception services and cover when required
2. Hold and develop a knowledge of services; ensure knowledge is as up to date as possible – to include internal Leeds Mind services (based at Clarence House and other sites) and external services for signposting
3. Answer telephone calls and respond to messages; triage and pass on where appropriate
4. Manage the info@leedsmind.org.uk inbox, forwarding and responding to emails
5. Deal with incoming and outgoing mail
6. Ensure visitors are welcomed and directed to the correct waiting area
7. Support student interns, when they are providing reception cover
8. Responsible for securely locking up the building after evening shifts 

Administration 

To be responsible for a varied workload of administration tasks

1. Update information and input data on various project databases
2. Manage and respond to email enquiries and messages from various project inboxes
3. Prepare resource packs for courses and workshops
4. Manage registers and waiting lists, including calling clients to confirm bookings
5. Book and liaise with external venues across the city
6. Take and distribute minutes for team meetings
7. Finance administration: process invoices, donations and petty cash system
8. Update website and social media (WordPress, Twitter and Facebook)
9. Other general administrative duties as required

Organisation 

1. Participate in 1:1s, performance management and development, staff development and training, including Leeds Mind compulsory training programme
2. Take responsibility for personal learning and development where appropriate and undertake training, both mandatory and optional, to increase knowledge, skills and awareness in line with identified targets and objectives
3. Attend and participate in relevant and appropriate meetings
4. Be involved with wider organisation activities
5. Work within the framework of Leeds Mind’s policies and procedures at all times
6. Promote the possibilities for empowerment of service users wherever possible

It is Leeds Mind’s policy to make reasonable adjustments to enable workers with disabilities to undertake the above.

October 2018

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