Receptionist (Maternity Leave)

Post Outline

We are looking to recruit a part-time receptionist who will be the first point of contact for families and other visitors to the Centre. Your duties will also include offering administrative support to the Family Services Department as required, and co-ordinating front-desk activities, including distributing correspondence and redirecting phone calls.

You should be able to deal with busy periods in a timely and effective manner. This role will require you to cover annual leave with your job share and to cover unplanned leave and sickness where possible, so flexibility is a plus. You will be supported by volunteers.

About Caudwell Children

Established in 2000, Caudwell Children is a national charity which works to transform the lives of disabled children and their families, enabling them to challenge the barriers they face throughout childhood by providing practical and emotional support.

The Charity is going through an exciting period of growth having recently opened a new state-of-the-art facility for multi-disciplinary therapy programmes for childhood disability and research of neurodevelopmental conditions, including autism, within the grounds of Keele University.

It provides a state-of-the-art base for the Charity’s therapies and an environment where ground-breaking research can be undertaken, potentially changing the way some disabilities are treated, affecting millions of people around the world. This is a fantastic and exciting opportunity to join a dynamic and fast-moving Charity at a time when it will attract national and international attention.

The services of Caudwell Children enrich the lives of our children and families through the delivery of high quality person centred care and support services that promote independence and achieve valued outcomes. We seek to create a safe, homely and supportive environment that enhances the lives of children with autism and associated conditions.

Duties and responsibilities

• Greet and welcome visitors on arrival at the CICC.
• Responsible for booking service users, volunteers and visitors into and out of the Centre, ensuring that the Fire Log is accurately maintained at all times.
• Ensure appointment system is accurate and up to date.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
• Direct visitors to the appropriate person and office.
• Manage the Post Room, including access, organisation, and monitoring of stationary items including the signing in sheets, franking machine labels and ink, general stationary items, then requesting re-order.
• Provide accurate information to visitors in-person and via phone/email.
• Ensure the reception area is tidy and presentable at all times.
• Re-stocking of information leaflets as appropriate.
• Receive, sort and distribute daily mail & deliveries.
• Administrative support to other departments as required.
• Supervise volunteers helping on reception.
• Outbound calls to confirm appointments in advance.
• Managing and maintaining the ‘Shop’ display area, including conducting transactions, re-stocking and creating displays.
• Managing the ‘Charity’ e-mail inbox, assessing and redirecting to the relevant department.
• Record and report on hours undertaken by volunteers across all departments.

Other:

• At all times to afford service users, colleagues and stakeholders the dignity and respect to which they are entitled with full regard to the organisations Equality and Diversity Policy.
• Confidentiality and data protection regarding all personal information and Caudwell Children activities must be maintained at all times (both in and out of working hours) in accordance with professional codes of conduct and relevant legislation such as the General Data Protection Regulations 2018.
• Contribute and co-operate fully with any regulatory or organisational inspections/audits.
• Have an awareness of relevant health and safety regulations and legislation.
• Be responsible for your own health and safety and that of anyone else whom your acts and omissions may affect and maintain a professional and hygienic personal appearance at all times.
• Effectively maximise all resources available in the course of your duties, minimising waste and working within budgets.
• Demonstrate commitment to ongoing personal and professional development, maintaining professional portfolio’s and training profiles.
• Keep up to date and integrate any relevant new initiatives, regulations and legislation as appropriate to your role.
• To work effectively and collaboratively as a member of the team, building and maintaining good working relationships with all colleagues, stakeholders and professionals from external agencies.
• Creation of comprehensive and robust information monitoring that is shared at all levels of the Charity and allows clarity and understanding of performance.
• Adhere to all Caudwell Children policies and procedures.
• Demonstrate commitment to Caudwell Children’s mission, vision and values.
• On occasion and when necessary work flexible hours to meet the needs of the business.
• Willingness to travel in order to meet the needs of the post.

Person Specification

Essential Criteria:

• Numerate and a good standard of spoken and written English.
• Customer services, office administration or reception experience.
• Excellent organisational & timekeeping skills.
• Multitasking and time-management skills, with the ability to prioritise tasks.
• Ability to work on own initiative and part of a team.
• Good IT skills (especially Microsoft Office).
• Professional appearance and attitude.
• Dedicated, passionate, enthusiastic and resilient.
• Effective verbal communication skills.
• Approachable with good interpersonal skills.
• Positive and friendly persona.
• Flexible approach to working hours.

Desirable Criteria:

• GCSE’s (or equivalent) in English and Maths.
• Experience working in the third/voluntary sector or a healthcare setting.
• Experience working with children with a disability.
• Experience working with volunteers.
• Experience of working in CQC/ISO regulated organisations.
• Occasional UK travel may be required.
• Some flexibility to meet the needs of the business may be required.
• A general knowledge of Health & Safety regulations would be advantageous.

Disclosure and barring service checks

The Charity is committed to safeguarding children and young people and therefore adopts a safer recruitment approach through a robust recruitment and selection process. All posts within the Charity are subject to DBS checks, in line with the Rehabilitation of Offenders Act (1974). This role is eligible for an Enhanced disclosures with children’s and/or adults’ barred list DBS check.

Competitive

Maternity Cover (12:30-5pm (22.5 hours per week)

Job description and full specification:

Download full job description and specification here