Receptionist/Administrator Job
Description

Job Title:

Receptionist/Administrator

Organisational
Level:

Operations Team Member

Hours:

Responsible to:

Full-time - 37.5 hours
per week, Monday to
Friday

Finance and Office
Manager

Status:

Fixed Term – 12
months

Responsible for:

N/A

Remuneration

£26,000 - £30,000 (dependent on experience)

Location:

SpecialEffect Office, Units 9-12 Southill Business Park, Cornbury Park,
Charlbury OX7 3EW

SpecialEffect is an award-winning UK charity that exists to help people with severe
physical challenges to get more out of life by giving them access to video games and
technology. Known as The Gamers’ Charity, gamers and gaming communities are at the
heart of both our work and those who make that work possible – our invaluable
supporters.

Main purpose of job:

The Receptionist/Administrator plays a key role in supporting the day-to-day operations of
SpecialEffect by providing a welcoming and professional first point of contact for visitors,
beneficiaries, donors, and staff. This dual role combines front-desk reception duties with
responsibility for supporting the smooth and efficient operation of the office through a range
of administrative tasks across the organisation. Responsibilities include answering and
directing calls and enquiries, maintaining office supplies, assisting with database entry and
record-keeping and supporting various departments with administrative duties.

The ideal candidate will have strong communication and organisational skills, a
compassionate and respectful manner, and a commitment to the values and mission of the
charity. They will help create a welcoming and efficient environment that supports the
Charity’s work and enhances the experience of all who engage with it.

Receptionist/Administrator Job Description and Person Specification - External

Receptionist/Administrator Job
Description

Main Areas of Responsibility:

Reception duties, including:

•  Serve as the first point of contact by answering incoming calls in a courteous and

professional manner, handling enquiries, taking accurate messages, and directing

messages to the appropriate team members.

•  Welcome and assist all visitors, ensuring a warm, professional and efficient experience.
•  Receive and manage incoming deliveries, ensuring items are logged and distributed

appropriately.

General office operations administration, including:

•  Day-to-day running of the office including organising meeting spaces and refreshments

as required for visitors and service users to the office and arranging meetings.

•  Process enquiries from service users and fundraisers.
•  Track and monitor all enquiries via the CRM, responding where appropriate and

sending on to the relevant staff as needed.

•  Office maintenance – reporting and progressing repairs and maintenance to the

buildings.

•  Assist with implementation and ongoing maintenance of all office policies, procedures

and systems with the Finance and Office Manager.

•  Maintenance of the Charity vehicles including organising MOTs, servicing, repairs and

valets.

•  Maintenance of the vehicle booking system, ensuring vehicles are ready for use,

processing journey forms and arranging petty cash.

•  Order office supplies and distribute around the building, to ensure stationery and

supplies for refreshments are kept topped up including in WCs and the kitchen.

•  Oversee the general tidiness of the offices.
•  Organise couriers, postage and packaging for delivery and collection and liaise with the

relevant parties.

•  Work with the Finance and Office Manager as a Health and Safety Officer ensuring the

Charity adheres to safety legislation relating to the office (eg first aid provision, fire

safety provision, annual hoist servicing and annual PAT testing).

•  Assist the Finance and Office Manager with maintaining fire risk assessments and

ensuring fire drills and fire alarm tests are completed on a weekly and monthly basis.
•  Cover for the Finance and Office Manager as required (eg order processing and other

general office support).

Receptionist/Administrator Job Description and Person Specification - External

Receptionist/Administrator Job
Description

•  Organise and maintain paper documents and computer-based information including

confidential and sensitive information and secure disposal as required.

Service Delivery Administration, including:
•  Safe storage of all loan agreements.
•  Cleaning of returned equipment.
•  Logging loaned and returned equipment.
•  Reporting any damages/losses to equipment.
•  Assist in the administration of the BubbleBusters project.

Other Responsibilities:

•  Adhere to and comply with organisational policies, procedures and guidelines at all

times.

•  Take responsibility for personal health and safety and that of colleagues and visitors.
•

Implement risk management strategies and other procedures.

•  Comply with the Charity’s policy on confidentiality and the Data Protection Act.
•  Act at all times in a professional and responsible manner and have due regard to

confidentiality and health and safety legislation.

Receptionist/Administrator Job Description and Person Specification - External

Receptionist/Administrator Job Description
Person Specification

Knowledge,
Experience,
Qualifications,
Professional
Memberships &
Training

Communication,
Engagement &
Relationships

Essential
•  Working knowledge of Microsoft Office computer

software packages.

Desirable
•  Evidence of relevant administrative-related experience.
•  Have experience in using a CRM database.

•  Excellent attention to detail and the highest standards

of customer care.

•  Have demonstrable experience of administration and

reception duties.

•  Be IT literate including proficient in MS Office.
•  Have a driving licence and access to own vehicle.
•  Ability to work in partnership with people with

disabilities to find appropriate access solutions.
•  Ability to communicate, both formally and informally,

with service users and their families/carers, colleagues

and other outside agencies.

•  Good written communication skills.
•  A real team ethic in working across the Charity as a

whole.

Team Skills

Analytical,
Problem-Solving
and Judgement
Skills

•  Ability to work as an individual and as a team member.

•  Good observation and problem-solving skills.
•  Be flexible, prepared to change priorities as required.
•  Be capable of using initiative, tact and discretion and

maintaining confidentiality as required.

Receptionist/Administrator Job Description and Person Specification - External

Receptionist/Administrator Job Description

Planning and
Organisational
Skills

Standards and
Compliance

Equality,
Diversity and
Inclusivity

Personal and
Professional
Development

•  Good personal organisational skills, including time

management and the ability to plan, prioritise and

maintain quality of own workload.

•  To be able to operate competently regarding managing

data and information in accordance with the Data

Protection Act (2018) and the General Data Protection

regulations (GDPR).

•  To operate with respect and inclusivity for all.
•  To recognise the positive differences in others from an

equality and diversity perspective.

•  Demonstrable dedication to continued professional

development (CPD).

This job description is a broad reflection of current duties, but it is not exhaustive. It will be reviewed on an annual basis to reflect priorities and developments during
the appraisal and performance review process and any organisational changes.

Receptionist/Administrator Job Description and Person Specification - External