Receptionist / Administration Officer

Route 1 is recruiting on behalf of a valued client for a Receptionist / Administration Officer. This is an exciting opportunity to join a professional and supportive team, providing high-quality front-of-house and administrative support across a busy care-focused service.

Job Purpose

To act as the first point of contact for staff, visitors, and the public, delivering an exceptional reception and administration service across the client's operational buildings. The role supports the effective functioning of Adult Social Care services by ensuring administrative processes are accurate, efficient, and customer-focused.

Key Responsibilities

• Welcome visitors and staff to the building, manage signing-in procedures, and issue visitor badges.
• Administrative tasks including answering phones, responding to emails, data entry, diary management, document preparation, and maintaining a tidy and professional reception area.
• Manage meeting room bookings and appointments, arrange meetings, and provide accurate minute-taking when required.
• Handle incoming and outgoing post, document scanning, indexing, and responding to mailbox enquiries.
• Support the finance team by processing invoices, ordering supplies, and managing purchase card transactions up to £250.
• Liaise with the building manager on health and safety matters, conduct weekly fire alarm tests, and ensure compliance with procedures.
• Help maintain accurate inventories and secure document storage.
• Support audits, inspections, and safety programmes, maintain stock levels, and prepare reports and administrative records.
• Coordinate maintenance requests, track service user appointments, manage scheduling conflicts, and support events and meetings.
• Provide cover for colleagues as needed, participate in team meetings, uphold confidentiality, and contribute to ongoing service improvements.

Person Specification

Essential Qualifications & Training

• 4 GCSEs (Grades A–C / 9–4), including Maths and English.
• ICT qualification (e.g. ECDL, ICT GCSE) or equivalent experience.

Desirable Qualifications

• NVQ Level 3 in Business Administration or equivalent.
• Recognised Customer Service qualification.
• Valid Driving Licence.

Knowledge

• Essential: Understanding of business and financial administration procedures. Proficiency in Microsoft Office (Word, Excel, Outlook). Awareness of Data Protection, confidentiality, and secure information handling. Knowledge of Customer Care standards and workplace policies (e.g. Equal Opportunities, Health & Safety).
• Desirable: Knowledge of local government operations. Experience working in a multi-agency environment. Understanding of health and safety practices.

Experience

• Essential: Previous experience in a customer-facing or receptionist role. Experience working independently and within a team. Confident communicator across a range of audiences. Competent in using Microsoft Office applications. Able to prioritise tasks and meet tight deadlines. Experience in diary management and taking minutes. Proven ability to handle confidential information.
• Desirable: Experience with financial IT systems (e.g., Agresso). Previous work experience in Adult Social Care or similar environments.

Skills & Competencies

• Excellent customer service and interpersonal skills.
• Strong organisational and time management abilities.
• Capable of prioritising workload and handling pressure.
• Effective written and verbal communicator.
• Adaptable, proactive, and team-oriented.
• Professional and approachable demeanour with confidence to liaise across all levels.

Working Conditions

The role is predominantly based at a reception/office desk in a sedentary position. It may involve managing sensitive or emotionally challenging information. Flexibility is required, including occasional evening or weekend work and travel between local sites (WF1 and surrounding areas).

Safeguarding and Compliance

The role may involve contact with vulnerable adults. Mandatory safeguarding training is provided and refreshed every three years. Pre-employment checks include: Right to work in the UK, Relevant qualification certificates, Two satisfactory references, Enhanced DBS check (if applicable), and Occupational health clearance.