We are looking for an efficient and enthusiastic person to undertake reception duties and general admin at Exmouth Children’s Centre.

The successful applicant will need to cover the reception area from Monday to Wednesday. As part of your duties you will provide a first point of contact with the Children’s Centre both by phone and on reception and will undertake general administrative duties including recording meetings.

As part of the administration team in a very busy office, you will need to be educated to GCSE standard or equivalent, have IT skills in Microsoft Office and good communication skills.

You will have previous experience of working in an administrative position and of working with members of the public.

You will have the ability to use your initiative, prioritise your work, work to deadlines and maintain confidentiality at all times.

Hours of work will be 16 per week.

Title:

Administrative Assistant/Receptionist

Job Purpose:

To assist in providing efficient and well-ordered administrative services to the team, enabling Exmouth Children’s Centre to provide a high level of service delivery to all its users.

Reporting to:

Admin Manager

Location:

Exmouth Children’s Centre, Moorfield Road, Exmouth, Devon EX8 3QW 

Reward Band:

XB - £12906 - £16,704 pro-rata

Key Activities:

• To provide efficient and well-ordered administrative support to the Admin Manager and team colleagues ensuring a high level of confidentiality is maintained.
• To provide reception duties for The Children’s Centre.
• To undertake administrative duties such as word processing, filing, data recording.
• To assist with providing accurate and timely reports and information materials, as appropriate, in relation to administration and operational matters as required by the Admin Manager.
• To support the Admin Manager in organising the provision of equipment, office supplies and services as required.
• To deal sensitively with general enquiries made to the Children’s Centre and provide a warm, welcoming and professional approach to users of the Children’s Centre.
• To take minutes at meetings and assist with administration of conferences and events.

Attainments:

In order to be considered for this post you will have to demonstrate that you already have:

Experience:

• Previous experience of working in an administrative position in a paid or voluntary capacity
• Previous experience of working with members of the public in a paid or voluntary capacity

Qualifications:

• General level of education to GCSE standard, or equivalent.

Skills:

• The ability to prioritise and manage own workload
• IT skills in Excel, Access, Word, PowerPoint and Email (The Children's Society uses Microsoft Office applications)
• The ability to work both as part of a team and on own, as required

Work Based Knowledge:

Knowledge of filing processes (paper and electronic) and managing general office resources.

Core Competencies:

In order to be successful in this role you will be able to demonstrate that you have the ability to:·

• Carry out and complete work as directed to agreed standards and time scales
• Provide admin services to colleagues having an appreciation of their needs and/or pressures
• Communicate well with colleagues in the team, others in the organisation and external contacts by making yourself clearly understood
• Communicate well with members of the public and users of the Children’s Centre services
• Build and maintain friendly, helpful and supportive relationships with team colleagues and value being part of the team
• Administer stock and equipment and support the efficient use of resources
• Manage own time to complete work and demonstrate a willingness to learn new skills and ways of working
• Co-operate well with the Admin Manager and team colleagues and be guided by them where appropriate to support team goals

Other Competencies:

Make suggestions to managers on better ways of carrying out work.

Special Job Circumstances:

This job has the following special circumstances:·

• Occasional travel to attend project and regional meetings
• Occasional additional hours for attendance at meetings
• An enhanced criminal record check is required.(Please note: if you have difficulty meeting these conditions because of disability or family circumstances the appointing manager will discuss it with you in order to consider reasonable adjustments to the job or working conditions).

Relevant Personal Characteristics:

So that you personally can succeed in this role and in The Children's Society, you will required to be able to:

a) Behave in a way that is consistent with the principles and values of the Society.

b) Have a commitment, at all times, to carry out your responsibilities with due regard to The Children's Society's commitment to keeping children and young people safe.

c) Have a commitment to diversity and equality in working relationships and practice.

d) Be flexible, adaptable and able to cope with changing priorities and demands.

e) Maintain confidentiality in all aspect of the Society's work.

f) Work unsupervised at times, and to use own initiative.