Job summary
We are looking for a Supply Receptionist / Admin Coordinator to manage the College functions and provide proactive and professional administrative support, facilitating effective and quality delivery within the admin team at the College, enabling our students to develop and learn as and when we need extra support.
Main duties of the job
To provide the following administrative support to the Admin Team:
- Diary Management
- Arranging meeting and collating reports
- Taking minutes for various meetings
- mail-merging letters
- making arrangements for payment of invoices and maintaining financial expenditure records
Supporting the Admin Team to oversee the departments budget;
- Maintain records of financial spends daily, ensuring the relevant manager is aware of the and accurate financial state of the department.
- Supporting the team with placing orders and the completion and recording of relevant financial paperwork.
About us
Henshaws is a northern charity supporting people living with sight loss and a range of other disabilities to go beyond expectations. We believe that, wherever they are, everyone has the right to an independent and fulfilling life. Our support, advice and training enables people and their families build skills, develop confidence, help each other and look forward to a more positive future.Henshaw Society for Blind people aims to employ a diverse workforce and is committed to equality of employment and welcomes application from all sectors of the community.Henshaws is committed to safeguarding and promoting the welfare of young people and vulnerable adults. It is a criminal offence for people barred from working in regulated activity to apply for roles that require them to work unsupervised with that particular group e.g. vulnerable adults, children or both. An Enhanced DBS with barring and reference checks will be sought from the successful candidate.Registered Charity No: 221888
Job description
Job responsibilities
- Managing the switchboard, dealing with enquiries for the College and the wider Charity support services
- Booking in visitors for College and the wider Charity support services on campus
- Booking in agency workers, carrying out checks and maintaining records.
- Collating information on visitors, meetings, training, student appointments using this to produce the weekly College diary and distributing to staff.
- Keeping literature on display in Reception up to date and fully stocked at all times.
- Producing College Telephone Lists and Updates
- Providing a central communication point for college; sending out important information to staff and students families via email and SMS text service.
- Processing external mail, weighing and franking mail, distributing incoming mail for the College and the wider Charity support services on campus.
- Updating the electronic reception screen with visitor information, forthcoming events etc.
- Assist with the managing and issuing of swipe cards when required, to help facilitate robust safeguarding procedures.
- Recording daily attendance, including student database updates
- Booking out of college rooms and resources
- Liaising with student transport providers as necessary.
- Along with other Admin Team members, issuing car parking permits and maintaining a vehicle database.
- Assisting with the archiving of student files, and monitoring of archive in line with GDPR guidance.
- Assisting with the workload of other members of the Admin Team.
- To assist the Admin Manager with arrangements for the annual student Graduation event.
Job description
Job responsibilities
- Managing the switchboard, dealing with enquiries for the College and the wider Charity support services
- Booking in visitors for College and the wider Charity support services on campus
- Booking in agency workers, carrying out checks and maintaining records.
- Collating information on visitors, meetings, training, student appointments using this to produce the weekly College diary and distributing to staff.
- Keeping literature on display in Reception up to date and fully stocked at all times.
- Producing College Telephone Lists and Updates
- Providing a central communication point for college; sending out important information to staff and students families via email and SMS text service.
- Processing external mail, weighing and franking mail, distributing incoming mail for the College and the wider Charity support services on campus.
- Updating the electronic reception screen with visitor information, forthcoming events etc.
- Assist with the managing and issuing of swipe cards when required, to help facilitate robust safeguarding procedures.
- Recording daily attendance, including student database updates
- Booking out of college rooms and resources
- Liaising with student transport providers as necessary.
- Along with other Admin Team members, issuing car parking permits and maintaining a vehicle database.
- Assisting with the archiving of student files, and monitoring of archive in line with GDPR guidance.
- Assisting with the workload of other members of the Admin Team.
- To assist the Admin Manager with arrangements for the annual student Graduation event.
Person Specification
Experience
Essential
- 1. Experience of working in a responsible reception and administration role in a demanding office environment.
- 2. Experience of working in a customer led environment.
- 3. Excellent level of customer care skills, efficient telephone manner and the ability to communicate professionally and confidently with people at all levels.
- 4. Good literacy and numeracy skills, both verbally and in writing.
- 5. Ability to work flexibly and effectively.
- 6. Able to maintain confidentiality.
- 7. The ability to effectively use a range of computer software programmes.
Desirable
- 1. Experience, knowledge or understanding of specialist methods of communication i.e. Braille, BSL, Makaton etc.
- 2. Knowledge of different learning disabilities.
- 3. Awareness and respect of student rights.
Special Requirements
Essential
- 1. Flexible approach to working hours to meet the needs of the College.
- 2. Able to adapt swiftly and be willing to undertake challenging tasks if required
- 3. Commitment to the aims and mission of Henshaws Society.
- 4. Enthusiasm to work with young people to encourage learning and independence.
Person Specification
Experience
Essential
- 1. Experience of working in a responsible reception and administration role in a demanding office environment.
- 2. Experience of working in a customer led environment.
- 3. Excellent level of customer care skills, efficient telephone manner and the ability to communicate professionally and confidently with people at all levels.
- 4. Good literacy and numeracy skills, both verbally and in writing.
- 5. Ability to work flexibly and effectively.
- 6. Able to maintain confidentiality.
- 7. The ability to effectively use a range of computer software programmes.
Desirable
- 1. Experience, knowledge or understanding of specialist methods of communication i.e. Braille, BSL, Makaton etc.
- 2. Knowledge of different learning disabilities.
- 3. Awareness and respect of student rights.
Special Requirements
Essential
- 1. Flexible approach to working hours to meet the needs of the College.
- 2. Able to adapt swiftly and be willing to undertake challenging tasks if required
- 3. Commitment to the aims and mission of Henshaws Society.
- 4. Enthusiasm to work with young people to encourage learning and independence.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.