Post Title: Level:
Receptionist/Administration Post Ref. No.: Assistant Scale 2 Location: Directorate: Responsible for: (Staff)
Department/ OP/PDSI/LD Service: Responsible Office Manager/Admin to: Officer
Glan y Don, Colwyn Bay Social Services Dept None
Job Purpose: The principal role of the receptionist is to provide an efficient front of house service on the telephone and to personal callers to the premises. Under the instruction and guidance of senior staff, provide general clerical and administrative support to staff within the business unit based at Glan y Don.
Duties and Responsibilities - Job Specific 1. Undertake reception duties and receive visitors to the office, responding positively and effectively to enquiries, requests for information and advice and assistance. 2. To provide reception support to the unit’s team (including provision of information to teams through accessing Care.Comm/PARIS). 3. Receive incoming mail for the unit, date stamp, record and distribute accordingly. 4. Maintain system for the booking of room/s for meetings. 5. Produce and maintain staff signing in and out sheets. 6. Maintain notice boards within building and setting out leaflets in reception.
7. Maintain and order necessary goods and arrange that supplies such as office
equipment are kept safely and in an organised way 8. Maintain system for incoming/outgoing faxes. 9. To undertake a range of clerical and administrative duties including word processing, data input, e-mailing, photocopying and filing. 10. To take minutes/notes at meetings
11. Be prepared to undertake training in order to effectively carry out the tasks required.
Duties and Responsibilities - Corporate 1. To be responsible for establishing good working relationships both internally and externally. 2. Compliance with the Authority’s Policies and Procedures and to make known to Senior Officers any areas which are not adequately covered. 3. To participate actively in supporting the Authority’s principles and practices of equality of opportunity as laid down within the Equal Opportunities Policy. 4. To be responsible for the application of Health & Safety practices within the daily operations, sharing a common responsibility for Health & Safety across the department, directorate and Authority as a whole. 5. Employees will be required to give certain information relating to themselves in order that the Authority may properly carry out its duties, rights and obligations as an employer. The Authority will process and control such data principally for personnel, administrative and payroll purposes. 6. As a term of your employment and in order to maintain effective departmental operations, you may be required to undertake any other reasonable task, commensurate with your grade, as determined by your Line Manager or Head of Service. Review Date/Right to Vary This job description is not intended to be an exhaustive list of duties. The Authority reserves the right, after appropriate consultation with you, to vary your duties and responsibilities within the parameters of your grade and occupational competence in order to respond to changes in the needs of the service. Signed by: …………………………………………. Date: ……………………………..
Employee’s Name and Signature
Approved by Head of Service: ………………………………….. Date: ……………………………..
PERSON SPECIIFIICATIION PERSON SPEC F CAT ON
Post: RECEPTIONIST/Administration Assistant How Identified AF/V AF/I Date: January 2008 Rank E- Essential D - Desirable E E
Requirements Evidence of a good standard of general education. Ability to communicate in both Welsh and English. Consideration may also be given to suitably qualified applicants who are willing to commit to improving their Welsh to the required standard within a specified period. Customer Care, IT or administrative qualification/experience. Ability to prioritise work Knowledge in office procedures and systems Ability to take minutes/notes To possess a methodical approach to solving problems Ability to contribute to development of procedures and practices Must be able to communicate at all levels of an organisation and members of the public. Ability to work on own initiative and as part of a team Excellent inter-personal skills Ability to support and advise staff inline with an organisation’s policy and processes. Knowledge and experience in maintaining a database Ability to cope with verbal abuse Ability to work under pressure
Knowledge & Skills Creativity & Innovation Contacts & Relationships
I/R AF/I AF/T AF/I/R AF/I
E D D E D
AF/I/R I/R AF/I
E E E
Decisions/ Recommendation s Resources Physical Demands
AF/I AF/I I/R
D E E
Please Note: In order to be short listed for this post you will need to demonstrate that you meet all the criteria ranked as E - Essential. Identification of the requirements will be through the Application Form (AF), Interview (I), Test at interview (T), Presentation at interview (P), Verification (V) or through a reference (R)