Receptionist/administrator - Canterbury, United Kingdom - Headway Kent

Description

Join our team at Headway Kent, a registered charity dedicated to supporting individuals impacted by acquired brain injuries in Kent.

We're seeking an experienced receptionist/administrator with a minimum of 3 years of experience. You should possess strong decision-making skills, able to confidently make decisions without constant guidance. A natural problem solver with a proactive 'can do' attitude is essential, someone who embodies a spirit of initiative. You'll excel at prioritising tasks, distinguishing between urgency and importance, and working within agreed timelines.

This role demands a client-facing demeanour, so friendliness and approachability are key attributes. Proficiency in Microsoft Word, Excel, PowerPoint, and other relevant software at an advanced level is required. Experience in organising shared drives and a solid understanding of GDPR compliance are also necessary.

If you're ready to contribute your skills and positivity to our team, we'd love to hear from you. Become part of an organisation dedicated to making a real difference in the lives of those we serve.


MAIN JOB TASKS AND RESPONSIBILITIES

Administrative Tasks - general
Answering and responding to telephone calls and actioning them appropriately - this is more than just taking a message.

• Receiving, scanning, and uploading mail and generating any required actions.
• Monitoring of information inbox and distributing messages.
• Photocopying.
• Purchasing and maintaining of office stationery, supplies, and equipment.
• Letter writing.
• Administrative support for staff and trustee meetings, Service User ForumS, AGM.
• Shredding.
• Archiving and maintaining records.
• Creating, distributing, and collating surveys.
• General Housekeeping.
• Ensuring Fire drills, PAT testing, and other Health and Safety associated policies and procedures are adhered to.
• Ensuring compliance with policies and procedure such as PAT testing, fire drill, first aid. Proof reading of documents.

Services

• Being the single point of contact for all telephone enquiries from
• Marking daily absences appropriately on registers and notify relevant hub staff.
• Contacting social care teams to make appointments, referral appointments.
• Taking new enquiry calls in a proactive manner and responding to calls with more than simply taking messages.
• Banking. Completing the staff rota.
• Manage post incoming and outgoing.
• Minute writing for team meetings.
• Maintaining annual leave spreadsheet and dealing appropriately with requests.
• Administrative support for programme and trips as required.

Staff &Volunteers

• Recording, updating, and monitoring staff details, information, training, and absence.
• Advertising vacancies.
• Arranging and confirming interviews.
• Conducting the necessary checks on staff and volunteers (e.g. references, right to work, DBS)
• Ensuring staff and volunteers files are maintained.
• Maintaining the training matrix

Other
Occasional evening and weekend work.

• Performing any other related duties as required by the Managers or Board of Trustees from time to time, including social activities outside normal working hours.

Interviews will take place in Canterbury on Tuesday 14th of May and Thursday 16th of May 2024.

Job Types:
Part-time, Permanent


Pay:
£25,000.00 per year

Expected hours: 30 per week


Benefits:

• Company pension
• Free parking
• Onsite parking

Schedule:

• 8 hour shift
• Day shift

Education:

• GCSE or equivalent (required)

Experience:

• Customer service: 3 years (required)
• Administrative experience: 3 years (required)

Work Location:
In person

Application deadline: 10/05/2024