Receptionist and Administrative Assistant

at  YMCA Black Country Group

JOB DESCRIPTION

Job Title:Receptionist and Administrative Assistant
Base: YMCA City Gateway, Tramway Drive,Wolverhampton, WV2 1BJ
Responsibleto: Head of Premises, Health & Safety and IT
HourlySalary: £11.55
Hours perweek: 22.5 hours
WorkingPattern: Monday-Friday, Afternoons - 12.30pm to 5pm
Annual leave: 28 days (including statutoryholidays) (will be pro-rata in accordance to remaining holiday year and workinghours)
Background:
YMCA BlackCountry Group is a group of YMCA charitable companies & associated tradingsubsidiaries operating in the Black Country and South Staffordshire area. Thecharity employs around 190 staff across several sites, delivering a wide rangeof community services including supported housing, youth work, childcare andfamily support, skills and employment training, health and wellbeing services.

GENERAL

1. Ensure all work practice is inclusive,expressed through a wholehearted commitment to welcome those of all faiths andnone.
2. Operate within YMCA policies andprocedures, ensuring that the health & safety of clients, colleagues,carers and yourself is maintained at all times.
3. To assist in the promotion of YMCABCservices.
4. To have an understanding of, and commitmentto, the principles of equal opportunities.
5. To keep up to date with relevantprofessional practise.
6. *Respect prayer and devotional times thatmay take place from time to time in YMCA gatherings and related activities.
   Inaddition to the job set out in this job description the worker may, from timeto time, be required to undertake additional or other duties as necessarywithin his or her capabilities and status to meet the needs of YMCA BlackCountry Group.

KNOWLEDGE OF

IT/computer software, including social media platforms, and ability to learn new systems quickly.
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Demonstrate an excellent understanding of health & safety including risk assessments.
P
Safeguarding policy and procedure and the ability to act when necessary
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JOB ROLE:

Working as our Receptionist/Admin,you will be responsible for providing excellent customer support and ensure thesmooth operation of all key tasks relating to front of house reception.
The role willbe split between front-facing reception duties and administrative tasks.
You will actively carry outthe front of house duties, promoting and securing conference hires, supportingoffice staff, and signposting customers.
The role includes working with internal departments and in supporting externalorganisations and contractors visiting or leasing the site, to whom you willact as the direct contact for support.
You will support the Headof Premises, Health & Safety and IT to achieve YMCABCGs key priorities. Therefore,experience in high level customerservice, and accurate record keeping / data entry are vital to the role.
Outstanding organisational, communication, andinterpersonal skills are also essential. The post holder must be able torespect the Christian Ethos of the YMCA and uphold its values.

DUTIES AND RESPONSIBILITIES

1. Complete monthly and/or quarterly KPIreports, and maintain accurate up to date spreadsheets ensuring data is readilyavailable for management meetings.
2. To be responsible for the safe keeping ofmaterial assets behind reception (e.g. Projector, PA system etc.).
3. To be responsible for maintaining CityGateway Parking - online portal, ParkingEye, adding and removing vehicleregistration numbers as required
4. To offer a consistent, high standard of service andassistance to customers, office users, and partners, and to maintain a presencethat offers a courteous and attentive service.
5. You will be a part of the front of houserota, covering sickness and annual leave of your counterpart.
6. Lead on the organisation and coordinationof a full conference package offering an attentive service throughout includingsetting up and packing down of rooms, catering assistance and helpingwith A/V, PowerPoint setup, and speaker preparation in presentation rooms.
7. To be knowledgeable of all City Gatewayconference packages and catering offers and to up-sell to customers to maximisesales and income.
8. Collaborate with our Head of Communications to activelypromote City Gateway facilities and offers through social media platforms andother marketing tools.
9. Act as the direct support to all organisations wholease/hire our facilities and manage all enquiries as appropriate.
10. Collate and evaluate customer feedback on conference andcentre experience to ensure quality of service is maintained and continuouslyimproves.
11. Complete regular daily building maintenance checks withthe team and report any receptionist concerns to the maintenance team, with aview to ensuring all areas remain pristine and free from hazards at all times.
12. In accordance with YMCA BCG Health & Safetypolicy and procedure, create risk assessments as appropriate.
13. Monitor and organise storage and cupboardspace to be free from hazards and to ensure easy access.
14. Lead by example by meeting and greeting customers onthe front desk whilst maintaining confidentiality and discretion at all times.
15. To ensure all enquiries are dealt with quickly andefficiently and that customers are sign posted where needed.
16. Ensure calls are answered in a timely manner andcorrectly direct callers via our switchboard.
17. Deal with compliments, comments and complaints inaccordance with policy and procedure and in a professional manner.
18. Ensure that all goods received are securely stored andforwarded to the relevant recipient.
19. Ensure productivity is maximised through meticuloustime keeping and efficiency.
20. To utilise the central data system, takingpayments ensuring that bookings and payments are taken correctly and accuratelyprocessed by cash and card transactions.
21. Undertake other general duties asappropriate to the post.