Receptionist Administrator

This post will be based at the Matthew Project Head Office at Oak Street, providing a welcoming reception service and administrative support. The role will require effective communication with all the teams based at Oak Street maintaining a high level of confidentiality and sensitivity. Reception

• Deal sensitively and professionally with telephone enquiries, including the taking, recording and distribution of messages.
• Greet and welcome visitors to the building, ensuring the correct digital signing in procedure is followed to maintain an account log of who is in the building for fire health and safety purposes and for information reports.
• Take responsibility for the daily opening up office routine, including checking voicemail messages, receiving, logging, and distributing post.
• Ensure the foyer area is tidy and inviting.
• Co-ordinate use of the staff/visitor car park Inc permits, by actively monitoring the carpark use and recording details of vehicles on site.
• Co-ordinate room bookings for internal and external stakeholders.
• Maintain a petty cash system for the Next Steps Centre.
• General housekeeping duties including keeping the offices and facilities fully stocked.
• Record volunteer paperwork for Reception volunteers coordinating this with the HR and Volunteer Officer.
• Oversee volunteer receptionists ensuring they are trained, supported, and working effectively.
• Provide administrative support to the Recovery Support Manager, the Next Steps, Criminal Justice, and Outside the Wire teams, including but not limited to:
o Logging attendance registers on the database. o Setting up/clearing down meeting rooms. o Assisting the team in the maintenance of electronic and paper-based recording systems. o Administration of the weekend booking system.
• Help maintain the café area, managing resources and processing payments.
Head Office Administration
• Provide efficient and effective administrative support for the Support Team for example, by banking cheques.
• Ensure post is appropriately processed, distributed and/or filed.
• Log and track donations, whether electronic or via post.
• Support with the administration of the DBS process. This includes carrying out document checks for staff and volunteers.
• Support wider sales for the organisation including cards, books, clothing, coffee and furniture; ensuring the relevant database is updated with the sales regularly.
• Assist with the planning and running of internal staff events.
• On occasion, be responsible for the recording of meetings and the production of minutes for Head Office meetings according to availability.
• Manage stationery including keeping record of stock, ordering supplies and checking and distributing incoming stock.
• Monitor and maintain a stock of refreshments for general staff refreshments, meetings, training, interviews and events, and to purchase lunches as required.
• Assist with external and in-house training events by taking bookings and arranging training dates, setting up rooms, and photocopying course materials.
• Undertake word processing duties including the production of letters and mailings, as required.
• General administration tasks including filing, typing, laminating, photocopying, etc.
General Requirements
• To work within and model the ethos, values, and behaviours of the Matthew Project.
• To take part in regular supervision, appraisal, and team meetings.
• Maintain a professional relationship with volunteers, service users, carers, and colleagues, treating everyone with respect and promoting equal opportunities.
• To effectively organise your working day, making the best use of time, geographical distances, and resources.
• Identify personal learning and training needs through supervision and annual personal development review/plans.
• Actively participate in training and education.
• Ensure that personal appearance, practice, and manner conform to the standards and expectations of the Matthew Project.
• Comply with all Matthew Project policies, guidelines, and protocols.
• To undertake other duties and responsibilities commensurate with the post as required.
Record-Keeping
• Keep appropriate records of work performed, as required.
• Collect, input and report data to assist in the monitoring and evaluation of the post.
• Responsible for the creation, maintenance and storage of records in accordance with the Matthew Project policy, including email documents and in accordance with Data Protection legislation, the Freedom of Information Act, and other relevant statutory requirements. Training will be provided in appropriate information management for the post.
Risk Management/Health and Safety In accordance with the relevant policies and procedures of the Matthew Project and relevant legislation, the post holder has a responsibility to themselves and others in relation to managing risk, health and safety. Confidentiality The post holder is required to maintain confidentiality of information in accordance with professional and Matthew Project policy. The post holder may access information only on a need-to-know basis in the direct discharge of their duties and divulge information only in the proper course of their duties.