Receptionist/Administrator

Sight Village; Birmingham; On-site; GBP 24,000 - 25,000; Full time

Benefits offered by this job

On-site parking

Fitness Centre access

Cycle to Work Scheme

Employee Assistance Programme

Education Support Helpline

Wellbeing programs

Free Tea/Coffee

Dining Room facilities

Flexible working arrangements

Job summary

Queen Alexandra Charity in Birmingham, Harborne, is seeking a Receptionist/Administrator to provide a professional front desk service and essential admin support. You will manage visitor sign-in, answer calls, assist safeguarding, and help maintain records and internal communications across the College.

Reporting to the Executive Assistant, you will contribute to a safe, confidential environment, support students and staff, and participate in events outside normal hours while upholding QAC

Qualifications

• GCSE English and Maths at Grade 4/C or above, or equivalent.
• Experience of working in a reception, administration, customer service or similar role.
• Excellent verbal and written communication skills, including a confident telephone manner.
• Good organisational and administrative skills, with confidence using Microsoft Office.
• Understanding of confidentiality, data protection and safeguarding importance.
• Ability to work effectively as part of a team and build positive relationships.

Responsibilities

• Providing a professional and effective Reception service as first point of contact.
• Managing visitor and contractor sign-in/out procedures with ID checks.
• Following safeguarding and security procedures and reporting concerns immediately.
• Escorting visitors and contractors across campus when required.
• Handling internal and external calls and directing queries appropriately.
• Maintaining the Charity's internal telephone list and contact details.
• Logging incidents in the 333 system and notifying relevant staff.
• Reporting and recording incidents, including emergencies, as required.
• Supporting students and volunteers with customer service and reception training.
• Covering events outside normal hours when needed, e.g., Parents' Evenings.
• Undertaking First Aid and Fire Marshal duties where applicable.
• Managing post deliveries and ensuring parcels are ready for collection.
• Keeping Reception areas safe, clean, and compliant with GDPR.
• Upholding QAC values and policies, and completing required training.

Skills

GCSE English and Maths

Reception experience

Verbal and written communication

Organisational skills

Confidentiality & data protection

Teamwork

Tools

Microsoft Office

Job description

Receptionist/Administrator

Salary: £24,492.52 p.a

Hours: 37

Weeks: 52

Application Deadline October 01, 2026

Department Human Resources

Employment Type Full Time

Location Harborne, Birmingham, UK

Workplace type Onsite

Compensation £24,493 / year

Reporting To Executive Assistant

Key Responsibilities & Safeguarding

• Providing a professional and effective Reception service for the Charity, demonstrating excellent customer service skills as a first point of contact.
• Managing visitor and contractor sign-in/out procedures, including checking photographic ID using QAC's Visitor Photo ID system (EVM), providing relevant information on arrival, and ensuring appropriate parking arrangements.
• Following QAC safeguarding and security procedures and report any security or safeguarding concerns immediately.
• Escorting visitors and contractors across campus where necessary.
• Receiving and handling internal and external telephone calls using the Reception telephone system, ensuring queries are effectively managed and directed to the appropriate person.
• Working with the team to update and maintain the Charity's internal telephone list, ensuring contact details are kept up to date.
• Logging incidents through the College's 333 incident management system and contacting the appropriate staff where required.
• Reporting and recording incidents/accidents in line with QAC procedures, including producing basic reports of significant or extraordinary events, such as the summoning of emergency services.
• Supporting students and volunteers undertaking customer service, telephone and reception training and gaining work experience on the main QAC Reception.
• Flexibility to cover occasional events outside of normal working hours, e.g. Parents' Evenings.
• Where required by the department, undertaking First Aid and Fire Marshal training and supporting the evacuation of individuals with a PEEP in Reception, where applicable.
• Taking initial delivery of post, including parcels and equipment deliveries, maintaining appropriate records of goods received and ensuring post is ready for external collection.
• Ensuring all Reception areas are maintained in a safe, clean and tidy condition and reporting any maintenance or cleaning issues.
• Undertaking Reception duties with due regard to confidential information and student, staff and QAC data, in line with Data Protection/GDPR requirements.
• Acting at all times in accordance with QAC Values of Respect, Excellence, Enabling, Collaboration and Inclusion and FREDIE (Fairness, Respect, Equality, Diversity, Inclusion and Engagement).
• Complying with all QAC policies and procedures.
• Completing any training required for the role.

Administration Duties

• Collating and circulating the Weekly Events Calendar, ensuring it captures all visitors, events, student activities, transition reviews and on-call arrangements, in collaboration with staff across the College.
• Updating and maintaining written protocols and guidance for Reception duties, in collaboration with the wider Reception team.
• Producing accessible versions of the Events Calendar and other College information, including Braille and stripped text, in line with accessibility requirements and preferred modes of communication.
• Providing additional administrative support, with the agreement of the Executive Assistant, to College Management Team members. This may include administration, data collection and/or reporting to support College activities and requirements.
• Carrying out general administrative and clerical duties, including the use of Microsoft Office, as requested, with dedicated administrative time available as required to fulfil the duties of the post.

Skills, Knowledge and Expertise

• GCSE English and Maths at Grade 4/C or above, or equivalent
• Experience of working in a reception, administration, customer service or similar role
• Excellent verbal and written communication skills, including a confident and professional telephone manner
• Good organisational and administrative skills, with confidence using Microsoft Office
• Understanding of confidentiality, data protection and the importance of safeguarding
• Ability to work effectively as part of a team and build positive working relationships

Our Business Support Services Is Built Up Of

• Human Resources (HR) – Supporting recruitment, employee wellbeing, learning and development, employee relations, and ensuring colleagues have the support they need to succeed.
• Finance – Providing financial management, budgeting, payroll, procurement, and financial administration services that help the organisation operate effectively and sustainably.
• Reception and Customer Services – Creating a welcoming and professional first impression for students, clients, visitors, and stakeholders, while providing information, support, and administrative assistance.
• Health and Safety – Promoting a culture of safety and wellbeing, ensuring compliance with legislation and supporting the creation of safe environments across our campus and services.
• Estates and Facilities – Maintaining our buildings, grounds, accommodation, and facilities to ensure they remain safe, accessible, and fit for purpose.
• IT and Resources – Delivering technology solutions, technical support, assistive technologies, and learning resources that enable staff, students, and clients to work, learn, and live independently.

Benefits

• Access to on site car parking
• Use of QAC Fitness Centre (subject to opening hours)
• Cycle to Work Scheme (Salary Sacrifice)
• 24/7 Employee Assistance Programme Helpline (BHSF)
• Access to Education Support Free Helpline for Teachers & Education Staff
• QAC Mental Health First Aiders & activities to support health and wellbeing
• BHSF Benefits Package including Healthcare Plans, discounted shopping/services
• Annual Flu vaccination/voucher
• Access to other benefit/discount schemes (which may be subject to charge) e.g. Blue Light Card, TOTUM (NUS), Charity Worker Discounts, Discounts for Teachers
• Dell Advantage programme - a free programme that offers savings to students, parents and all staff at QAC - up to 20% off.
• Health and Wellbeing Services (Occupational Health/Counselling)
• Free Tea/Coffee and Staff Room facilities
• Dining Room facilities with hot/cold food (free meal provided for those supporting students at mealtimes)
• Additional discretionary concessionary/closure days as part of leave entitlement (including closure over Christmas/New Year period)
• Reward and Recognition Policy - Living the Values Awards (team & individual) and long service
• Enhanced/Occupational paid leave e.g. maternity/paternity (subject to qualifying criteria)
• Occupational sick pay (based on length of service)
• On site wellbeing activities (e.g. yoga, meditation)
• Support for training/ CPD (either by way of study leave and/or funding)
• Flexible working arrangements including Flexible Working Policy Agreements, Time Off in Lieu (TOIL) in prior agreement with line manager.

About Queen Alexandra Charity

Queen Alexandra Charity (QAC) provides education, residential support, community services and enterprises in support of young adults with learning difficulties and disabilities.

Education is provided through a national residential College that supports a diverse range of student/client abilities and needs. Our College provides education, training, routes to independent living and employment through an innovative, holistic approach to learning and support. It offers a vibrant, varied and fun educational experience for both residential and day students. Our curriculum aims to maximise adult life, independence and work opportunities for all students. Class sizes are small and support levels high.

We have educational and learning sites based in Birmingham, one of Europe’s most welcoming and vibrant cities, with a rich and diverse culture. Our main site is based in Harborne, a pleasant leafy Birmingham suburb, on a friendly and green 8-acre campus with excellent facilities and resources. In addition we also have Pinewood Campus which is located on a business park and is designated to employment progression.

Clients within our Residential Services programme still require support and the aim is to deliver a service that provides them with the means to live independently/semi independently into the future. Many clients are either in education, voluntary work or paid employment not linked to QAC directly.

Our Community Services based at our Umberslade Campus in Stirchley include a supporter worker service, women's group, men's group, LGBTQ plus group, Saturday Socials, The Night Owl Experience (disability friendly night club visit in Birmingham City Centre).

All students, clients and staff are supported within safe and well-resourced environments.

QAC makes a positive difference to the lives and learning of people with disabilities and learning difficulties. We have high expectations of staff, students and clients whilst being responsive, innovative and collaborative. Our Charity values drive how we work with students, clients, stakeholders and as a team.

We continue to attract and retain staff of the highest calibre, who are proud of QAC's achievements and who wish to be an integral part of ongoing and future successes.

As Leaders in Diversity which drives the culture at QAC and we warmly welcome applications from individuals who share our values, from all backgrounds, to add to our committed and diverse team.