Part Time Receptionist

YMCA Cardiff Group; Cardiff; On-site; GBP 20,000 - 23,000; Full time

Job summary

YMCA Cardiff Group is seeking a Receptionist to serve as the first point of contact for service users and visitors in a supportive role. In this position, you will perform a variety of administrative tasks such as maintaining records, managing telephone communications, and assisting the Housing Support Officers to ensure smooth operations. The role requires a professional demeanor, attention to detail, and a commitment to upholding the organization's values.

Qualifications

• Ability to operate a telephone switchboard professionally.
• Experience in administrative tasks such as filing and record keeping.
• A good understanding of GDPR, Health & Safety, and Equal Opportunities.

Responsibilities

• Be the first point of contact for service users and visitors.
• Handle telephone enquiries and maintain accurate records.
• Assist with banking procedures and mail distribution.

Skills

Customer Service

Telephone Communication

Administrative Skills

Job description

Working in a team where you will be the first point of contact, dealing with service users and visitors to the building. You will work in a psychologically informed way and ensure every contact counts. You will provide administrative support to the Housing Support Officers.

Main Duties

1. Be part of a team that is the first point of contact within YMCA Cardiff Group. Responsibilities include:
2. Operate the telephone switchboard professionally, ensuring all enquiries are handled, messages are clearly recorded, and promptly forwarded.
3. Accurately complete banking procedures.
4. Maintain accurate records of service user keys and ensure all visitors sign in.
5. Assist the Duty officer during fire emergencies.
6. Record and distribute internal and external mail accurately, including franked mail for the group.
7. Assist with medical information for service users, including taking ID photographs promptly.
8. Assist with administration tasks of the Reception team, including:
9. Letter writing, photocopying, file checks, and filing.
10. Remove and file ex-service user files appropriately.
11. Archive paperwork following retention procedures.
12. Assist with service user surveys.
13. Provide administrative support to ensure smooth operation of the rent and license team.
14. Additional duties include:
15. Responding to emergencies or crises.
16. Attending meetings as deemed appropriate by the Housing Support Officer.
17. Participating in training and supervision.
18. Supporting other staff members in their duties when needed to prevent service disruption.
19. Work constructively with other departments within YMCA Cardiff Group.
20. Adhere to policies and procedures, including GDPR, Health & Safety, Equal Opportunities, and the organization's code of conduct.
21. Respect and uphold the Christian ethos and values of YMCA.