At a Glance
- Tasks: Provide welcoming front of house support and assist with daily operations.
- Company: Join the Ardoyne Association, a community-focused organisation.
- Benefits: Flexible hours, competitive pay, and valuable hands-on experience.
- Other info: Opportunity for career growth and training in a supportive environment.
- Why this job: Gain practical skills in administration while making a difference in your community.
- Qualifications: Basic IT skills and a friendly, professional attitude required.
To provide a professional, efficient and welcoming front of house support to clients and visitors of the Ardoyne Association. Assist the Advice and Community Development Teams in the smooth running of daily operations. The role offers a valuable opportunity to gain practical experience in a face-to-face service, data management and collection and provide administration support within a very busy Advice Service.
Responsibilities
- Act as first point of contact for clients, visitors, partner agencies and members of the public.
- Maintain a professional, welcoming reception area, ensuring it is safe, tidy and well organised at all times.
- Manage client flow during busy periods, supporting advisors and community team by organising waiting lists and appointment times.
- Keep accurate records of attendance, sign-in sheets and daily visitor logs.
- Support the Advice Service by logging enquiries, preparing forms, photocopying documents and assisting with case administration.
- Maintain and update the organisation’s electronic calendars, booking systems and meeting schedules.
- Oversee the organisation’s general email inbox, ensuring timely responses or forwarding queries to the correct team member.
- Provide day-to-day administrative support including filing, scanning, printing and preparing information packs.
- Assist with data entry and contribute to monthly and quarterly statistical returns required by funders.
- Monitor stationery, office supplies and resource materials, ensuring availability and placing orders where authorised.
- Ensure all client information is handled in line with GDPR and confidentiality policies.
- Use Microsoft Office and bespoke software systems (e.g. AdvicePro) for data input, document production and case support. (Training will be provided.)
- Support the team with the coordination of wraparound services, including Social Supermarket, Community Larder, and programme activities.
- Liaise with external organisations, referring clients appropriately and maintaining positive working relationships.
- Participate in induction, training opportunities and regular supervision meetings as part of ongoing professional development.
- Contribute to the smooth running of the organisation by undertaking any reasonable duties requested by management.
Skills and Qualifications
- Basic IT competence, including confident use of Microsoft Office (Word, Excel, Outlook) and willingness to learn bespoke software such as AdvicePro.
- Good telephone manner and ability to handle enquiries professionally and sensitively.
- Ability to work as part of a team, supporting advisors and colleagues across Advice, Community and Training services.
- Problem-solving skills, including knowing when to escalate issues or safeguarding concerns to senior staff.
- Willingness to learn, take direction and develop new skills through training and mentoring.
- Basic numeracy and literacy to complete administrative tasks accurately.
- Previous experience in a reception, customer service or community-facing role.
- Familiarity with advice services, welfare benefits, housing support or community programmes.
- Experience using IT software programmes.
Admin and Reception Worker in Belfast employer: JobStart Scheme
The Ardoyne Association is an excellent employer that fosters a supportive and inclusive work environment in Belfast, offering valuable opportunities for professional growth and development. Employees benefit from flexible working hours, comprehensive training, and the chance to make a meaningful impact within the community through their roles. With a focus on teamwork and collaboration, the organisation ensures that staff feel valued and empowered in their contributions to the Advice Service.
StudySmarter Expert Advice🤫
We think this is how you could land Admin and Reception Worker in Belfast
✨Tip Number 1
Get to know the Ardoyne Association! Research their mission and values so you can show genuine interest during your interview. This will help us connect with the team and demonstrate that you're a great fit for their culture.
✨Tip Number 2
Practice your communication skills! Since you'll be the first point of contact, it's crucial to sound confident and friendly. We recommend role-playing common scenarios with a friend to get comfortable handling enquiries.
✨Tip Number 3
Show off your organisational skills! Think of examples from your past experiences where you managed busy situations or kept things running smoothly. We want to hear how you can help keep the reception area tidy and efficient.
✨Tip Number 4
Apply through our website! It’s the best way to ensure your application gets noticed. Plus, we’re here to support you every step of the way, so don’t hesitate to reach out if you have questions.
We think you need these skills to ace Admin and Reception Worker in Belfast
Some tips for your application 🫡
Show Your Personality:When you're writing your application, let your personality shine through! We want to see who you are beyond your qualifications. A friendly tone can make a great first impression.
Tailor Your Application:Make sure to customise your application for the Admin and Reception Worker role. Highlight your relevant experience and skills that match the job description. This shows us you’re genuinely interested in the position!
Be Clear and Concise:Keep your application clear and to the point. Use bullet points where possible to make it easy for us to read. We appreciate straightforward communication, especially in an admin role!
Apply Through Our Website:Don’t forget to apply through our website! It’s the best way for us to receive your application and ensures you don’t miss any important updates about the process.
How to prepare for a job interview at JobStart Scheme
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the job description. Familiarise yourself with the responsibilities and skills required for the Admin and Reception Worker position at Ardoyne Association. This will help you tailor your answers to show how your experience aligns with what they’re looking for.
✨Showcase Your Customer Service Skills
Since this role involves being the first point of contact for clients and visitors, be prepared to discuss your previous customer service experiences. Share specific examples where you handled enquiries professionally and sensitively, as this will demonstrate your ability to create a welcoming environment.
✨Demonstrate IT Competence
The job requires basic IT skills, especially in Microsoft Office and possibly bespoke software like AdvicePro. Brush up on your IT skills and be ready to discuss any relevant experience you have. If you’ve used similar software before, mention it to show you’re adaptable and willing to learn.
✨Prepare Questions for Them
Interviews are a two-way street, so think of some insightful questions to ask about the team dynamics, training opportunities, or the community services they offer. This shows your genuine interest in the role and helps you assess if it’s the right fit for you.
