Receptionist

This is your opportunity to join Support Services, working at Aspect House, as a band 2 receptionist. You will be the sole receptionist working at our head office site. This is a 12-month fixed term, part time position working Monday to Friday 08:30 to 12:30. Each day is varied, and the role requires you to prioritise, multitask and use your own initiative with matters that arise.

Main duties of the job:

• You should possess good reception, organisational, communication, IT and admin skills.
• Attention to detail and the ability to prioritise your own workload is essential.
• You must be confident in completing tasks using your own initiative without supervision, supporting wider building issues and have a good understanding of confidentiality and data protection.

Job responsibilities:

• Provide a welcoming and friendly reception service at CityCare HQ, to visitors, contractors, staff and building users.
• A focal point for general enquiries.
• A comprehensive administrative and clerical service to support the running of the suite.
• To requisition supplies and stationery for the department.
• To ensure awareness of systems and processes and keep up to date with any changes.
• To actively participate in Nottingham CityCare Partnerships mandatory training and team specific training.

Key Responsibilities:

• To provide a welcoming and professional reception service to visitors, contractors, staff and building users.
• To administer the car park entry and door access control systems.
• Process door entry access cards, update associated spreadsheet, update with staff leavers.
• To co-ordinate and update electronic room bookings.
• Receive deliveries/parcels and record accordingly, notifying staff of the delivery.
• To be responsible for answering and fielding telephone calls appropriately.
• Report and log any building faults and follow these up with the FM company or site manager.
• Arrange and carry out fire tours for new starters.
• Act as Fire Warden and carry out emergency roll call.
• Prepare weekly staff and visitor sign in sheets.
• Franking outgoing mail, including signed for mail. Run month end postage figures and update spreadsheet.
• Take franked mail to post box outside of building.
• Order office stationery, and items for the cleaning team.
• Ensure adequate stock of printer cartridges and order toner recycling box.
• Issue IT equipment as necessary.
• To ensure Health & Safety Procedures are followed and incident forms are completed accordingly.
• To be aware of the importance and sensitive nature of information and maintain strict confidentiality in all aspects of work in line with CityCare Policies and the Data Protection Act.
• To report any Safeguarding concerns to the relevant department.
• To work effectively as part of a team and to be flexible to meet the needs of the service and undertake any other clerical duties that may be reasonably required.

Person Specification:

• Evidence of good organisation skills.
• Demonstrate ability to complete general office procedures.
• Demonstrate ability to manage own workload.
• Demonstrate the ability to use own initiative.
• Demonstrate ability to keep accurate records.
• Experience of reception work.
• Experience of working within the NHS.
• Knowledge of franking machines.

Special Requirements:

• Ability to be flexible over hours worked within contracted hours to meet the needs of the service.

Knowledge and skills:

• Evidence of understanding confidential and sensitive issues.
• Knowledge of Health, Safety & Security.
• Use of IT, Email, Internet and word processing.
• Evidence of successfully communicating with people at all levels.
• Able to work effectively as part of a team.
• Adaptable to change.
• Knowledge of online incident reporting.
• Previous experience of fire warden evacuation.
• Contribute to the improvement of efficient reception duties.

Qualifications:

• Good working knowledge of Microsoft Office to include Outlook/ Word /Excel/MS Teams.
• RSA II/III or equivalent level of IT skills.