Receptionist/Office Administrator

at  KaneHR

Our client is a non-profit organisation operating in Portsmouth, Hampshire. They are seeking a friendly and organised receptionist to join and support their team.
The successful candidate will be responsible for overseeing and managing the reception desk within the organisation, as well as keeping accurate records and providing administrative support to other departments. The role will also involve interacting with members of the public, so excellent customer service skills are a must for this role.

• To manage reception duties, hospitality and dealing with routine enquiries.
• To be the first point of contact for the organisation from the website, dealing with all queries in a prompt, professional manner. This includes communicating with Archdeacons, Parishes and organisational Staff as needed to resolve the query efficiently.
• To sort the incoming and outgoing post.
• To co-ordinate the booking of the conference room and meeting rooms including bookings by outside users. To ensure that the meeting room is set-up correctly, including IT equipment.
• To keep the office stationery supplies and to agree, where appropriate, expenditure from the stationery budget.
• Keeping an up-to-date record of staff contact numbers, vehicle information for the office database. This includes the completion of CMS data protection forms, especially with staff leaving and starting.
• Ordering and deactivating staff access passes via Vivid.
• To provide labels for the organisation’s newspaper for distribution every quarter.
• To provide general secretarial services as needed.
• To provide general office administration such as filing, photocopying, information collection and distribution etc.
• To regularly sort and scan archive documents held on file.
• To undertake any other task as requested by the organisation and provide support to line manager.
• To provide support as needed for staff sickness or holiday, including taking minutes.
• IT Management – ensuring we have adequate equipment available for existing and new staff. Managing the audit of equipment and being the first point of contact for any IT issues.
• Management of franking machine and office printers including dealing with any faults, software updates and adding of funds.
• GPDR compliance - ensuring all staff have completed the adequate training and updating necessary training documents.
• To undertake duties and responsibilities of office Fire Marshall.
• To update and manage the organisation’s contact database system for laity. To provide all new users on the database with a login and password. To inform the Finance Team of any changes to the Parish Treasurers and update the CCLA spreadsheet.
• To keep the post room and kitchen tidy and presentable.