RECEPTIONIST – ADMINISTRATOR
LOCATION: The Southville Community Centre
ACCOUNTABLE TO: CEO
HOURS: 21 per week
DAYS: Monday – Tuesday – Wednesday
SALARY: £27,300 pro rata (£16,380)
OVERALL PURPOSE OF THE JOB
Age UK Hounslow is passionate about making a real difference to people in the London Borough of Hounslow. It is therefore committed to ensuring the organization is focused to deliver services and improvements that respond to the needs and aspirations of their local people.
Age UK Hounslow therefore expects all employees to understand and to pursue this aim by working together to build and maintain an organisation that provides real value for money, is performance driven and ambitious
The principle responsibility of the role of Receptionist is to ensure the front desk is covered at all times with a positive and friendly welcome to all and the area is compliant with Health and Safety at all times. Direct people as appropriate, answering any questions and queries to the best of your ability and seeking professional answers as required. Being proactive with new visitors, advising of our activities, services and available space for hire. There is a quantity of Excel work for recording and monitoring various aspects of our business.
Deal with all enquiries received by telephone including voicemail messages, email and in person. Ensure correct signposting to other organisations as required. All enquiries to be logged on the Electronic Log System. Monthly analysis to be performed on enquiries received.
Ensure all visitors are signed in to the building following all current regulations (currently involving Covid requirements). Visitors badges to be provided where necessary and relevant signing in sheets retained and monitored as required.
Monitor the Age UK Information Email account daily and deal/direct matters as required.
Deal with the receipt of initial Volunteering requests. Send for references ensuring Excel databases are kept up to date. Assist in the induction and training of all volunteer/administrative Receptionist volunteers in co-ordination with the Volunteer Co-Ordinator.
Record all activity attendance on excel attendance sheets, collect payments of cash/cheque/card and reconcile daily and produce monthly analysis reports. Quarterly reports are to be compiled and provided for the Age UK London Common Enquiry Code Report. Prepare all requirements for each activity (screens, mats, chairs, tables)
Organise bookings for Day Trips, IT Classes, Foot Care Service, Legal and other services as required. Each service/activity to be recorded on the relevant electronic appointment format and the holder of the service/activity to be advised of the details. Ensuring all payments are received, receipted and reconciled.
Varied Project work will involve contact with residents at the Southville Centre and by telephone. Obtaining information and recording as required by the individual project.
Issue all mailshots as directed recording details on relevant excel databases.
Checking details of invoices raised before distribution.
Responsible for Daily Front Desk Petty Cash Tin providing a weekly reconciliation.
Manage the Age UK Hounslow Membership Excel System from initial enquiries to recording fully paid up members, dealing with renewals on an annual basis and ensuring the system is fully up to date at all times.
Record and Maintain the Gift Aid Register
Ensure all notice boards and internal displays are kept up to date at all times.
Manage the Wheelchair Hire service retaining relevant records and chasing outstanding returns.
Maintain responsibility for Key Boxes in Reception area.
Order and maintain items for stationery stocks
Deal with other administrative tasks as directed by management but within the expectation of the role.
There is an expectation that you will perform all duties to the best of your ability promoting the organisation of Age UK Hounslow at every opportunity. Have a commitment to the needs of older people and be able to deal sensitively with members of the public. Prioritise workloads. Work flexibly within a small team of staff and volunteers. Use and act on own initiative. Work within the Age UK Hounslow’s Confidentiality Policy. Attend training as required for the purpose of fulfilling the tasks to the best of your ability.
Application Form available via our website www.ageuk.org.uk/hounslow From the Southville Community Centre, Southville Road, Bedfont, Middx TW14 8AP or via email to Beverley Fyfe CEO – Beverley.firstname.lastname@example.org
CV’s are also accepted in addition to the Application Form.
Closing Date for applications: 5.00 p.m. Friday 22nd October 2021