Admin Assistant Receptionist

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					                                        JOB DESCRIPTION

JOB TITLE: Administration Assistant/Receptionist


JOB SUMMARY

Assist with central day-to-day administration and communications of Impact Arts, ensuring that
information is available for internal and external customers. This will include taking and making
telephone calls, booking taxis, word processing, updating of databases, spreadsheets, mail duties,
photocopying, faxing; maintaining stationery stock, making tea/coffee for meetings and housekeeping.

This role requires someone who is friendly, well organised, self motivated and able to demonstrate
exemplary customer service. You will be expected to be proactive and use own initiative and
judgement to prioritise daily tasks and use this judgement in order to forward plan in the short to
medium term, e.g. to create info packs in preparation for meetings and ongoing colleague requests.

RESPONSIBLE TO

Regional Manager

RESPONSIBLE FOR

No line management responsibilities
T ERM S AN D C O N DIT I O N S
20 days annual leave and 11 public holidays per year
25 hours per week. The jobholder should be prepared to work outside normal office working hours,
including evenings and weekends if necessary
6 – 9 month contract, depending on age
1-month probationary period
Core hours Monday to Friday – 9.00am to 5.00pm
Basic Disclosure check
National Minimum Wage + travel card

SPECIFIC COMPETENCIES

    Qualifications and Experience

      Experience in an administrative role, preferable within the community/charity sector or
      Qualification in office administration or equivalent

   Technical Skills and Knowledge

      Efficient IT skills including Word, Excel and PowerPoint
      Excellent communication skills, both oral and written
      Excellent interpersonal, organisational and planning skills
      Accurate worker, able to multi-task
      Energy and commitment
      Good memory for information, names and faces

   Personal Qualities

      Exemplary customer service skills

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       Ability to think strategically and imaginatively
       Approachable, empathetic manner
       Ability to develop good working relationships with staff at all levels
       Resilience when faced with a high workload, deadlines and/or stressful situations
       A sense of humour!

SPECIFIC DUTIES AND RESPONSIBILITIES

You will be expected to perform some of the following duties and responsibilities on a daily basis and
others as and when required relating to the needs of the business.

       Reception and general office duties: answering and making telephone calls; welcoming
        visitors; preparing for meetings; ordering taxis; taking minutes; typing; filing; photocopying
        and mail distribution duties
       To provide administration support to the Directorate and Impacts Arts’ team where necessary
        to ensure efficiency and effective communication and support
       To field incoming communication to appropriate colleagues and follow up when required
       Ordering, organising and keeping stationery, general office, catering and domestic supplies
        up to date for all premises
       Making teas and coffee as and when required
       Making up information packs, shredding documents and photocopying
       Office housekeeping, e.g. reception and photocopy area tidy, recycling bins emptied, leaflets
        and flyers on reception table tidy and maintained and the watering of office plants
       Any other duties appropriate to the post and in line with the needs of Impact Arts
       To ensure that the duties and or responsibilities as defined by the Health and Safety policy
        are implemented at all times with reference to the Health and Safety of employees and
        members of the public

COMPANY VALUES

As a team of people we share the following values:

       Integrity: In all our dealings with clients, funders, participants and colleagues we are honest,
        and act with integrity and transparency

       Positivity: We treat everyone we work with well, forming positive and supportive
        relationships.
        We are committed to overcoming barriers and problem solving – there is no room for negative
        thinking!

       Ambition: In our own work we are ambitious in what we want to achieve, and we encourage
        our partners and the people who take part in our projects to raise their own aspirations

       Openness: We are open to new ideas; we create opportunity and are happy to be challenged
        in our thinking. We communicate in an open, approachable way with everyone we work with

       Potential and equality: We think that everyone has the ability to achieve great things.
        Whatever the starting point or circumstances of staff or participants, we encourage personal
        and professional development as fundamental to being able to flourish and maximise their
        own potential

       Creativity: Creativity is at the centre of what we do. We are creative in all aspects of our work
        – be it project based or simply in the ideas we generate and the way we work


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   Work ethic: We expect to work hard to achieve our company aims, the needs of our clients
    and our own personal and professional goals
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posted:9/17/2012
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