Job Description
Minik Kardes Children’s Centre
Job Description
POST TITLE: Receptionist / Administrative Assistant
LOCATION: Minik Kardes Children’s Centre Balls Pond Road
PURPOSE OF JOB
To provide the first point of contact for all visitors to the centre, welcoming them and providing information or referring to the appropriate member of staff.
RESPONSIBLE TO
Head of Centre
DUTIES AND RESPONSIBILITIES
To take responsibility for promoting and safeguarding the welfare of children and young persons who you come into contact with.
To provide the first point of contact for all visitors to the centre, welcoming them and providing information or referring to the appropriate member of staff
To monitor access via the main door of visitors to the centre and ensure that all visitors sign in when they arrive and sign out when they depart.
To undertake clerical work within the office including:
- filing and manual administrative systems,
- photocopying,
- dealing with incoming and outgoing mail,
- Using appropriate office equipment.
- Typing of reports, letters etc
- To make arrangements for services and professionals using the centre as appropriate, including room booking and booking appointments as instructed.
- To order and maintain stationery supplies.
- To monitor and manage your own workload and keep records in an agreed format.
- Answer calls politely, quickly and efficiently
- To book appointments for centre managers as required and maintain appointment calendars as instructed.
- To receive and record income and administer petty cash as instructed
- To collect monitoring information about service use as instructed
- To ensure that all duties are performed in accordance with Minik Kardes and
Financial
- Regulations.
- Willing to work out of hours at evenings and weekends as necessary.
- The post holder is expected to be committed to the Minik Kardes values of quality, equality and empowerment and to demonstrate this commitment in the way they carry out their duties.
Main Tasks and Responsibilities
- Ensure good customer service by providing a professional and effective service by dealing with queries from parents/carers or staff in person or on the telephone. Take accurate messages and ensure these are passed onto the appropriate person
- Maintain children’s register recording when children are absent
- Maintain the visitors book
- Keep reception/communal areas clean and tidy at all times.- deliveries unpacked and stored away (given to appropriate room and/or room leaders)
- Maintain Polices and display for parents
- Updating internal records of staff and children contact details etc
- Maintain the filing systems and be responsible for the maintenance of confidential files
- Ensure all required children and staff data is up to date and accurately entered into systems.
- Record and handle all incoming and outgoing couriers
- Prepare rooms for meetings and provide refreshments when necessary.
- Ordering and monitoring the levels of toners for printers
- To draft and type letters, reports and other documents as required by the management team
- Drafting documents from Turkish into English (and vice versa)
- Assisting Community Development workers
- Data collection
- Keep and maintain staff attendance registers
- Receive and document fees
- Highly computer literate - Word processing, EXCEL, E-Start data collection, data base management
- Prepare documents for staff
- Maintain and update website
- Admin for outreach teams for both Hackney & Islington –e.g. evaluations, new registrations, photocopy, phones messages, course bookings & info, general admin, laminate, preparations for course, post, translations etc.
- Responsible for volunteers, students & work placements – booking, monitoring, reporting, time keeping
- Liaising with schools, college & universities with regards to placements
- To carry out such other duties, appropriate to the post, as may reasonably be required.
Provide Administrative support as such:
- Word – processing
- Photo-copying
- Filing – both paper and electronic
- Communicating both face to face, emails and telephone
- Determine the nature of any telephone calls answered, dealing with them efficiently and pleasantly. Re-directing calls where necessary as well as conveying messages to relevant members of staff.
- Be responsible for ordering of stationery for the office as required and maintain an
efficient system of stock control.
- To take responsibility for resources available to staff.
- Ensure that a confidential approach to work is undertaken at all times.
- Ensure that facilities for visitors are kept sufficiently stocked at all times, and facilitate office meetings as and when required.
- To ensure that all correspondents (email, post and telephone) are dealt with promptly.
- Maintain office filing systems, and establish new systems as required.
- Attend training courses which are deemed relevant to the job and to the initiatives.
- Assist with any other duties of a similar nature and consistent with grading of the post.
- Deal with financial duties that are commensurate with the grading of this post, e.g. fee collection and trips.
- To assist with the administration
- To be responsible for dealing sensitively with the range of complex and challenging issues presented by the users
- To work flexibly as may be required and to carry out any other reasonable duties.
- Expected to work between the hours of 9 – 5.30pm – lunch to be taken at 12 – 1pm unless otherwise specified
Team working Skills
- To develop your own knowledge and improve, where necessary.
- To monitor, report and maintain a healthy, safe and secure workplace.
ADDITIONAL:
- To achieve agreed service outcomes and outputs, and personal appraisal targets, as agreed by the line manager.
- To undertake training and constructively take part in meetings, supervision, seminars and other events designed to improve communication and assist with the effective development of the post and post holder.
- Ensure that duties are undertaken with due regard and compliance with the Data
Protection Act and other legislation.
- Carry out duties and responsibilities in accordance with the Minik Kardes Health and
Safety Policy and relevant Health and Safety legislation.
NOTE: This job description sets out the main duties of the post and is not an exhaustive list of duties and responsibilities. The post holder may be required to undertake other duties, which fall within the grade of the job, in discussion with the manager. This job description will be reviewed regularly in the light of service requirements and any such changes will be discussed with the post holder.
Job holder’s name: Signature: Date
Head of Centre: Signature: Date:
Job Type: Full-time
Salary: £21,968.00-£23,194.00 per year
Schedule:
Ability to commute/relocate:
- London: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (preferred)
Experience:
- Administrative experience: 1 year (preferred)
Language:
Work Location: In person
Application deadline: 02/07/2023
Expected start date: 14/08/2023
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