Receptionist/Administrator (Female)

Clinks

Pontypridd

On-site

GBP 22,000 - 27,000

Full time

29 hours ago

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Benefits offered by this job

Auto Enrolment Pension (6% employer)

Job summary

The Nelson Trust Women’s Centres seek a motivated Receptionist/Administrator to be the friendly face at the Newport-based centre, handling reception, data input, and general admin for the Women’s Services team across Wales.

You will manage meetings, log attendance, safeguard data, and support with event days and reporting. A background in Microsoft Office, data handling, and excellent communication is essential.

Qualifications

Proficient in Microsoft Office: Word, email, Excel and use of case management systems/databases.
General education to GCSE standard or equivalent.
Ability to plan and manage a varied workload with minimal supervision.
Attention to detail and accuracy.
Experience with design software like Photoshop, InDesign and Publisher.
Experience of working in the charity sector.

Responsibilities

Meet and greet clients and visitors and alert relevant staff of arrivals.
Maintain confidentiality and security of client data.
Provide a knowledgeable first point of contact and take accurate messages.
Answer telephones and route calls appropriately.
Keep reception area tidy and organise displays of marketing brochures.
Support with event days and group timetable preparation.
Carry out weekly fire alarm testing and maintain safety equipment.

Skills

Organisational skills

Time management

Teamworking

Interpersonal skills

Verbal and written communication

Working under pressure

Initiative

Education

GCSE standard or equivalent

Tools

Microsoft Office (Word, Excel, Outlook)

Case management systems

Databases

Photoshop

InDesign

Publisher

Job description

The Nelson Trust Women’s Centres offer gender-responsive, trauma-informed practical and emotional support and interventions to address un-needs including housing, substance misuse, health, finance, previous trauma, children & and families, and education, training and employment with the aim of reducing social harms and re-offending whilst empowering women to access opportunities to reach their full potential.

Job Title

Receptionist/Administrator (Female)

Department

Women’s Community Services Wales

Location

Cwm Taf Women’s Centre

Salary

£24,500 per annum dependent on experience

Hours

Full-Time - Hours to be agreed (part-time hours may be considered)

Pension

Auto Enrolment Pension (6% employer contribution)

Purpose

To meet and greet visitors at the Nelson Trust Women’s Centre’s in Newport to present as the friendly and efficient face of Nelson Trust, and additionally to set up and maintain effective administrative systems within the Women’s Services Team based across Wales to include complex data input for reporting purposes.

Reception Duties

You will manage a morning meeting every morning with your team members, to log attendance, safeguarding, record the minutes and send out as appropriate in a timely manner.
Meet and greet clients and visitors, alerting team members and professionals (for example probation) of their arrival.
To be responsible for maintaining the confidentiality and security of client data in accordance with trust policy.
Act as a knowledgeable first point of contact, exercising judgement when dealing with client and staff enquires and take accurate messages when necessary
Answer telephone enquires/messages redirecting calls as appropriate
Keep the reception area clean and tidy at all times.
Ensure effective records of both staff and visitors entering and leaving the building are maintained and able to be used for emergency evacuation purposes if necessary.
Receipt and accurately distribute courier parcels and signed for mail etc.
To ensure that displays of marketing brochures are maintained and effectively displayed.
To ensure support with preparing and contributing to special event days such as, pamper days or new group timetable.
Responsibility for carrying out weekly fire alarm testing.
Ensure First Aid Boxes are maintained at correct stock levels.
Maintaining and ordering supplies of stationery; refreshments; hygiene and housekeeping products.
To receive and co-ordinate all internal requests for maintenance/housekeeping tasks.
Receive and check off deliveries, collate and sign delivery notes, monitor and collate purchase invoices and ensure liaison with Finance or maintenance Team

Administration Duties

To provide an effective and efficient administration to the staff located at the centre.
Distribution of all incoming mail and phone calls and process all outgoing correspondence
Responsibility for ensuring that accidents and “near misses” are recorded in the accident/incident book.
Liaison with external agencies and referral pathways e.g. Probation as directed by the Centre Manager.
To ensure you are monitoring when clients are in and out of the building for many reasons, including health and safety and accurate recording.
To liaise with other members of the team to record accurate information regarding client’s information i.e., appointment attendance and feedback for appointments and uploading this on our recording system in a timely manner.
Be responsible for petty cash.
Ensure safety of keyworkers is monitored – i.e. when keyworkers are on outreach ensuring they have checked out after their appointment.
Maintaining health and safety records including fire safety i.e., fire drill tests.

Client Data

Track and input referrals. Following the right referral allocation process for the different contracts and adding onto spreadsheets (including client lists) and our recording system.
Input any other documents and correspondence required by admin
E-mail keyworkers with a completion report outlining what data is missing from each client so they can complete it.
Complete nebula (case management system) entries
Input/log order end dates in the diary or on outlook to manage and support keyworkers in knowing when this ends.
Discharge Clients at keyworkers request (also reactivate)
Ensure group facilitators complete feedback and this is uploaded
Screen new referrals and contact referrer i.e., for missing data
Maintaining and updating our client waiting list accurately.
Support data quality

General Administration/Support Tasks

Undertake filing as required.
Produce information sheets/posters of centre activities available to clients.
Attend all relevant meetings as and when directed or identified.
Contribute toward the evaluation and effectiveness of the reception function.
To participate in the overall development of the NT Women’s Services.
To be responsible for own safety and others affected by your activities.
Be aware of and work within the Nelson Trust’s policies and procedures particularly those relating to Safeguarding/Protection; Health & Safety; Confidentiality and Staff Code of Ethics.
To undertake training as identified or directed by line manager.
To be familiar with and work to relevant quality assurance standards.
Perform any other duties as may be reasonably expected from you as directed by line management.

The list of duties in the job description should not be regarded as exclusive or exhaustive. There will be other duties and requirements associated with your job and, in addition, as a term of your employment you may be required to undertake various other duties as may reasonably be required.

The Nelson Trust periodically reviews job descriptions to ensure that they reflect the requirements of the role as the service develops.

SAFEGUARDING

The Nelson Trust takes seriously it’s responsibility for safeguarding and is committed to safeguarding and promoting the welfare of its service users. Therefore, we require that all staff share this and act accordingly by applying organisational policy and procedure and attend annual safeguarding training.

EQUALITY & DIVERSITY

Through personal example and clear action demonstrate commitment to equality and diversity ensuring equality of access and treatment in employment and service delivery to all.

HEALTH & SAFETY

Promote the Health and Safety at Work Policy and Procedure and ensure these are implemented effectively within the department and at no time act in a way that may jeopardise the health and safety of clients, staff of visitors to the Nelson Trust.

The Nelson Trust periodically reviews job descriptions to ensure that they reflect the requirements of the role as the service develops.

This post is exempt from the Rehabilitation of Offenders Act (1974) as it involves access to vulnerable adults and/or children and successful applicants will be required to undertake an enhanced level Disclosure & Barring Service Check. Applicants must be prepared to disclose any convictions they may have and any orders, which have been made against them. Our organisation is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment.

This post is exempt under the Equality Act 2010, Schedule 9, Part 1

All posts within The Nelson Trust are subject to three-month probationary period.

Person Specification

Essential

Desirable

Knowledge And Experience

Proficient in the use of Microsoft Office: Word, email, Excel and use of Case management systems and databases
General education to GCSE standard or equivalent
Ability to plan and manage a varied workload and work with minimum supervision.
Attention to detail & accuracy
Experience of using design software like Photoshop, InDesign and Publisher
Experience of charity sector

Skills

Excellent organisational and time management skills
Excellent team working skills needed to work collaboratively with others
Interpersonal skills to develop relationships internally and externally
Excellent verbal and written communication skills
Flexible with the ability to work under pressure and deal with constant interruptions
Uses initiative to improve processes

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