Receptionist/administrative Assistant - London, United Kingdom - METANOIA INSTITUTE

METANOIA INSTITUTE
METANOIA INSTITUTE
Verified Company
London, United Kingdom

1 month ago

Tom O´Connor

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Tom O´Connor

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Description

JOB DESCRIPTION

Job Title:
Receptionist/ Administrative Assistant

Hours:
Full time, 35 hours a week (9.00am-5.00pm)
Location: 13 North Common Road, Ealing London W5 2QB

Responsible to:
Head of Operations

Type of Employment:
Fixed Term (3 months)


Main purpose of the job

  • To provide friendly and helpful information and assistance to all clients, students and staff.
  • To receive visitors in an effective and efficient, pleasant and helpful manner.
  • To maintain Metanoia Institute's membership data
  • To manage Open Evenings
  • To provide administrative support to the Executive Officer and as directed to the support team

Key areas of responsibility

To provide a comprehensive reception service, including:

  • Greet visitors and ensure sign in book is maintained correctly;
  • Show people to meeting rooms and offer refreshments in a polite and courteous manner;
  • Answer phone calls in a polite and courteous manner through the switchboard, forward and/or screen calls, record and relay accurate messages;
  • Book and allocate rooms using the calendar for both North Common Road and Gunnersbury Avenue campuses;
  • Issue security passes;
  • Record and distribute post effectively;
  • Manage all outgoing post with the post office and couriers;
  • Ensure that literature in the reception area is relevant, uptodate, and accurate;
  • Assist with catering needs;

To undertake administrative duties, including:

  • Maintain and update membership records on the database;
  • Reconcile membership payments with database records;
  • Arrange dates and tutors for Open Evenings;
  • Manage room bookings for private hire;
  • Code and log payments onto the student database and assist in chasing late payment of fees as necessary;
  • Filing;
  • Proactively monitor and order stationery and photocopier supplies.
  • To liaise closely with, and support, the Executive Officer and the Administration team in the smooth operation of the administration office.
  • To provide emergency cover as necessary.
  • To carry out any other tasks that may be reasonably requested by, for example, providing assistance to other departments during periods of staff absence.
  • To act as an ambassador for Metanoia at all times, upholding its values and professional standards when liaising with external bodies, attending external events, conferences or seminars.
  • To work in accordance with Metanoia's Equal Opportunities Policy, Codes of Ethics and Professional Practice, Complaints Procedures and Health and Safety Policy and any other relevant corporate policies which may be introduced from time to time.

Knowledge and Experience

  • Skill level equivalent to achievement of NVQ2, GCSE or relevant work experience.
  • Previous experience in an administrative role.
  • Able to demonstrate a sufficient knowledge of work systems, equipment processes and standard IT packages.
  • Able to demonstrate a good knowledge of the role and its context.
  • Experience of database usage.

Skills & Abilities

  • Excellent oral communication and presentation skills.
  • Excellent interpersonal skills, with the ability to work alongside colleagues and students.
  • The ability to handle sensitive situations confidently and calmly.
  • Ability to work under pressure, to tight deadlines, and to prioritise a heavy workload.
  • Time flexibility and availability
  • To work in accordance with Metanoia's Equal opportunities Policy, Codes of Ethics and professional Practice, Complaints Procedures and Health and Safety Policy.

Job Types:
Full-time, Fixed term contract


Salary:
£23,000.00-£25,000.00 per year


Benefits:


  • Childcare
  • Company events
  • Company pension
  • Cycle to work scheme
  • Free parking
  • Health & wellbeing programme
  • Onsite parking

Schedule:

  • Monday to Friday

Experience:


  • Administrative: 1 year (required)

Ability to Commute:

  • London (required)

Work Location:
Hybrid remote in London

Application deadline: 24/02/2024


Reference ID:
Receptionist/ Admin Assistant

Expected start date: 26/02/2024
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