JOB DESCRIPTION
JOB TITLE: RECEPTIONIST [JOB SHARE]
DEPARTMENT / SERVICE: LINK GROUP HOUSING SERVICES – CORE TEAM
PURPOSE OF THE JOB
The Receptionist will provide reception services to Watling House and present an efficient, friendly and professional service to Link’s staff and visitors. They will provide administrative services to Link Group Housing Services team and Watling House.
MAIN AREAS OF RESPONSIBILITY / TASKS
• Always maintain the security and appearance of reception from opening at 8.30am to closing at 5.00pm.
• Ensure all messages are taken accurately and passed on to the appropriate person within timescales.
• Receive visitors and follow procedures for signing in to maintain the security and safety of visitors and staff.
• Administer the signing in App, ensuring updates are carried out when required and phones are kept charged.
• Process all stationery orders for Link Group Housing Services using and maintaining order records.
• Process the PPE clothing orders for Link Group Housing services.
• Follow the procedures for tenant’s handing back keys.
• Order corporate taxis and update the spreadsheet.
• Process all incoming mail and distribute to relevant department.
Process all outgoing mail and actively work towards reducing postage spend using the most appropriate postage method. Maintain and keep accurate records.
• Process Advice Services mail using the Advice Pro system to update cases ensuring data protection procedures are followed.
• Provide administrative services to the Core Team and Link Group Housing services as agreed with line manager.
• Process new fobs and deactivate leaver’s fobs keep records updated
• Distribute the safe hub fobs as directed
• Follow procedures relating to an emergency incident and activation of panic alarms. Work with Corporate Services to regularly test alarms.
• Work closely with fellow Receptionist and ensure good communication and hand-over daily.
• Provide annual leave cover for fellow Receptionist.
• To comply with the Health and Safety Policy, reporting any matters of concern to the Health and Safety Officer, Representative or Line Manager.
To actively promote Equality and Diversity Policy and practice in all aspects of the job role as it relates to colleagues, tenants, service users, contractors, consultants and external agencies.
• To comply will all relevant data and records management legislation, policies and procedures by ensuring that all information is processed, stored, and destroyed in line with data management practices and retention periods
GENERAL
Hours of work are 22.5 hours per week to be worked from 12.30pm to 5.00pm. As this is a Job Share post, both post-holders will be required to cover Full-Time hours (37.5 hours per week 8.30am-5pm) during periods of annual leave.
RELATIONSHIPS
• Tenants/Service Users
• Contractors
• General Public
• Board Members
• Link Employees
• Outside Agencies
• Consultants
ACCOUNTABILITY
The Receptionist is accountable to the Business Support Officer
PERSON SPECIFICATION
| EDUCATION & QUALIFICATIONS | ESSENTIAL | DESIRABLE |
| Completion of an office skils certificate/ trainingcourse. | $\surd$ | |
| KNOWLEDGE/ EXPERIENCE & SKILLS | ||
| Knowledge of and commitment to good customercare and equal opportunities. | $\overline { { \surd } }$ | |
| Previous work experience within housingassociations / care and support sector / private sectorleasing. | $\overline { { \surd } }$ | |
| Proven experience of working in reception and / orfront line | $\overline { { \surd } }$ | |
| Advanced telephonist/receptionist skills | $\overline { { \surd } }$ | |
| Proven experience of establishing and maintainingadministrative systems, both manual and computer-based. | $\overline { { \surd } }$ | |
| Extensive experience of using Microsoft Word andMicrosoft Excel at a basic level. | $\overline { { \surd } }$ | |
| Extensive experience of using Microsoft Outlook atan Intermediate level including diary management. | $\overline { { \surd } }$ | |
| Ability to work effectively and use your own initiative. | $\overline { { \surd } }$ | |
| Excellent Communication skills – oral and writen | $\overline { { \surd } }$ | |
| Knowledge and understanding of Data Protectionand its application in a customer focusedenvironment. | $\overline { { \surd } }$ | |
| Ability to work without supervision | $\overline { { \surd } }$ | |
| Experience of dealing with personal andsensitive matters. | $\overline { { \surd } }$ | |
| Excellent time management / personal organisationskills. | $\overline { { \surd } }$ | |
| The ability to remain calm, polite and work effectivelyunder pressure. | $\overline { { \surd } }$ |
SUMMARY TERMS AND CONDITIONS OF EMPLOYMENT
This is a summary of the general terms and conditions of employment of Link Group employees. Those quoted apply to full-time posts and part-time staff will be eligible to receive the same employment terms on a pro-rated basis. Employees on fixed term contracts are also eligible, subject to the restriction of their contract. An individual contract may determine additional terms to that appointment, and employees should also refer to their own contract of employment.
| Hours | 22.5 hours per week, Monday to Friday, 12.30pm to 5.00pm. Asthis is a Job Share post, both post-holders will be required tocover Full-Time hours (37.5 hours per week 8.30am-5pm) duringperiods of annual leave. |
| Contract | Permanent |
| Location | Salary will be dependent on skills and experience. Salaries arepaid on the 25th of the month. When the 25th falls on a publicholiday or weekend, you will be paid on the last working day ofthat week.Progressing through the salary range will be determined by anassessment of individual performance against an agreed Job Plan and following a recommendation made to the ManagementTeam at each performance year-end.An Inflation-Related Pay Award is normally awarded annually inApril. |
| Salary | Salary will be dependent on skills and experience. |
| Annual Leave | Annual leave is equal to 35 days per year (including 10 publicholidays), rising to 40 days after 5 years' service. |
| Pension | Link is required by law to automatically enrol eligibleemployees to its pension scheme. Current auto-enrolmentrates are:•Link: 3% of basic salary•Employee: 1% of basic salaryEmployees can opt to increase their contributions:•Employee: 3% 5% |
PUBLIC
| •Link: 5% 9% [max]Link's pension scheme is operated via a Salary Exchangearrangement and full information about this will be provided aspart of the new employee induction process. | |
| Travel | Authorised out of pocket travel expenses are reimbursed.Business car miles rate is currently 45p per mile. Authorisedpassenger rate is currently 5p per mile. |
| Flexible Working | The Group and its subsidiary companies offer a flexible workingarrangement [flexitime]. |
| Probationary Period | All new employees are required to complete at least a 3-monthprobationary period. |
| Support andSupervision | All staff will participate in our Performance ManagementSystem, which includes at least two formal Review Meetingswith your line manager. |
| Smoking | AIll Link group offices operate a NO SMOKING POLICY.Dependant on your role, you may have to work with people whouse our services where there could be an exposure to passivesmoking. |
| Health & Safety | Link promotes a healthy working environment and achieves thisaim by supporting an active, staff-led Health and SafetyCommittee. |
| Health Care CashPlan | A non-contributory Healthcare Cash plan scheme for employeesand children under 18 years old. [Option to include partners] |