Receptionist/Administrator Grade 1 - Part Time

Information

Salary is pro rata of 38.5 hours per week.

Main Function

To provide administrative and receptionist support to CrossReach Counselling: Lothians at Simpson House. This will require a considerable amount of autonomous working to ensure the efficient running of the service on a part-time basis. To be the initial point of contact for callers, either in person or over the telephone.

To support the Clinical Manager and counselling team when needed, ensuring efficiency in all administrative and clerical areas, within well-defined procedures and under supervision.

Main Duties

Administrative Duties

1. To liaise and work closely with the Admin Office at Preston Pans and in line with policies and procedures across the Service as a whole.

2. Compilation and word processing of letters, memos, forms, documents, reports, leaflets, etc.

3. Undertake routine correspondence/telephone calls/emails and record as required.

4. Photocopying and ordering of stationery/requisites as required.

5. To establish and efficiently maintain a filing system, ensuring that all filing is kept up-to-date.

6. To draft and type, minutes, reports and letters as required by the team.

7. To input data when required onto database.

8. To open and sort mail and post the service’s mail.

9. To deal with client queries appropriately.

10. Responsibility for assisting with the recruiting, interviewing, supporting, training and managing volunteers.

11. To deal with requests for application packs, issuing application packs and making the necessary arrangements for interviews in line with CrossReach’s procedures.

12. Counsellor support in terms of admin procedures and induction of new counsellors into the systems of administration.

13. To manage the distribution of stock within the service and when required re-order stock through CrossReach’s recognised suppliers.

14. To maintain information leaflets on the service, ensuring that they are in the corporate style.

15. To carry out administration for training courses, other events and the letting of rooms including collecting fees, as required.

16. To allocate rooms for counselling, supervision, training etc.

17. Any other duties which may reasonably fall within the parameters of the post.

Financial/Statistical Duties

1. To process invoices timeously in line with the Admin Office at Dunbar and in line with CrossReach’s financial procedures.

2. To manage petty cash.

3. To accurately record income and expenditure as detailed in CrossReach’s financial procedures.

4. To provide the Business Support Manager with up-to-date information on CrossReach Counselling: Lothians income and expenditure.

5. To complete monthly reconciliations and submit them to the Head Office at Charis House within the agreed timescale.

6. To accurately process expenses.

7. To accurately process donations as set out in CrossReach’s procedures.

Reception Duties

1. To welcome clients and visitors to the Service.

2. To answer the telephone dealing with callers courteously and efficiently and directing calls as appropriate.

3. To provide reception service to clients and general trades, taking all phone calls to the Service, managing the appointment and cancellations system, telephone contact with other agencies, health care professionals and CrossReach Services.

4. To provide callers with generic information on the work of the Service, directions to the service, etc.

5. To ensure that any visitors to the Service are notified in advance of any planned fire drills.

6. To assist in the handling and allocation of incoming mail.

7. To receive and distribute papers, documents, and sort, stamp and post outgoing mail.

Support and Supervision

1. Actively participate in line management supervision and appraisal.

2. Attend and be involved in staff meetings.

Personal

As we do our work in Christ’s name you must be respectful of our Christian Ethos and be able to work within it.

This post requires you to complete a Standard Disclosure and undertake the necessary vetting checks.

Skills and Abilities

Essential

• A warm and friendly manner, as well as a professional attitude, as the postholder will have contact with service users and other professionals in the field.
• Experience of working with financial information and a sound understanding of financial procedures as they relate to the job.
• Ability to demonstrate the effective use of IT - Microsoft packages, email and internet.
• Accurate typing skills.
• Ability to work on own initiative and work within agreed deadlines.
• Be able to communicate with staff at all levels of the organisation as well as people from external agencies.
• Good organisational skills.
• Willing to attend training courses as required.

Desirable:

• Previous experience of working in the caring profession, e.g. social work, health, education or voluntary sector.
• Knowledge of this service area.