Job Description
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OUTLINE OF POST AND PRINCIPAL CONTRACT TERMS
Job Title Receptionist
Salary £21, 993 (pro rata)
Contract Fixed term until the end of February 2024
Hours 35 hours per week (including some evening Reception hours on rota)
Location Brandon Centre, 26 Prince of Wales Road, London, NW5 3LG
Reports to Operations Manager
Accountability The post holder shall be accountable to the Operations Manager, Head of Finance and CEO
JOB SUMMARY
The main functions of the post-holder are to welcome young people and their families to the Brandon Centre whilst providing relevant information and referring them to our services as appropriate.
BRANDON CENTRE OVERVIEW
The principal objective of the Brandon Centre, since it was founded in 1969, has been to provide a professional, accessible and flexible service which responds to the psychological, medical, sexual and social needs of young people aged 12-24 years.
Services include:
- individual counselling and psychotherapy for young people, using a range of evidence-based therapies
- contraception services
- systemic integrative therapy for families
- parent management programmes
- consulting to other charities working with young people
PRINCIPAL DUTIES AND RESPONSIBILITIES
Administrative and Reception Duties
- Greet clients and visitors in a courteous, friendly and helpful manner.
- Deal with face to face, telephone and email enquiries from the public about the range of services available and direct them to other services if necessary.
- Ensure that telephone queries are dealt with promptly and efficiently, and relay messages to staff accurately.
- Maintain stock levels of provision used in the department and ensure the facilities are adequately stocked with supplies, stationery and client information.
- Ensure that the public areas are tidy at all times.
- Liaise with staff as required to ensure the smooth running of the centre and to understand the importance of teamwork.
- Routine reception duties including monitoring and responding to queries in our shared email inboxes, filing, switchboard, minute taking, letter writing, sending post, organising diaries and booking rooms.
- Assist the Operations Manager by helping to complete weekly, monthly and annual health & safety checks (to include but not limited to fire safety, panic alarms & water testing).
- Undertake fire marshal and first aid training to act as a first point of call in the event of an emergency.
- Provide general admin support to the Mental Health Referrals Coordinator as required.
- Register young people for the free condom scheme whilst maintaining stock levels and updating the database for repeat visits.
Education, Training and Professional development
- Participate and assist in evaluation and feedback including administration aspects of audit as required.
- Participate in the appraisal process and give feedback to support your own and team development.
- Attend team and departmental meetings and actively participate in service improvement.
- Proactively participate in one to one meetings with line manager, identifying own learning needs, and ways that these may be met.
- To train and support new and temporary staff.
Communication and Information Resources
The post-holder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members.
- Communicate effectively with clients and carers.
- Recognise people’s needs for alternative methods of communication and respond accordingly.
- Maintain a high standard of accuracy in record keeping and documentation.
- Accurately record and amend client information to acceptable data quality standards using electronic systems in place.
- Undertake relevant training for electronic information systems in place and under development.
General responsibilities for all Brandon Centre staff
All employees of the Brandon Centre are required to observe legislation, Brandon Centre Policies, standards and guidelines relating to confidentiality, information governance, risk management, safeguarding children, safeguarding adults, equal opportunities, data protection, freedom of information, health and safety, infection control, and the Health and Social Care Act 2008 (previously known as the Hygiene Code).
Confidentiality and data protection
All Brandon Centre employees are required to ensure that personal data and personal information concerning service users and staff is protected at all times, to maintain confidentiality in accordance with the Brandon Centre’s policy on confidentiality and information governance, and data protection legislation.
Staff are required to obtain, process and/or use personal information in a fair and lawful way, to hold personal information only for the specific registered purpose, and to only share or disclose data to authorised persons or organisations following the strict guidelines and principles as outlined in Brandon Centre policies as instructed.
All Brandon Centre employees are expected to sign an employment contract which stipulates their confidentiality obligations on taking up their post at the Centre.
Safeguarding of children and adults
All staff have a responsibility to safeguard and promote the welfare of all children and adults that they come into contact with during the course of their work at the Brandon Centre. The post holder will receive the appropriate level of training, both at induction and on an on-going basis. She/he is responsible for ensuring that they are familiar with, understand and always work within the safeguarding policies of the organisation.
Health Records, Record Keeping and Record Management
All staff have an obligation to ensure that patient records (both paper and electronic) are maintained in accordance with Brandon centre policies, to facilitate clinical care and effective administration, and to ensure that confidentiality is protected at all times. All staff are advised to compile records on the assumption that they are accessible to patients in line with the Access to Health Records Act 1990.
Equality and Diversity
The Brandon Centre is committed to equality in employment and service delivery. Its Equality, Diversity & Inclusion Policy aims to ensure that no job applicant or employee receives less favourable treatment on the grounds of sex, race, colour, religion, marital status, sexuality, age or disability and is not placed at a disadvantage by conditions or requirements which cannot be shown to be justified. All those working for Brandon Centre are expected to actively promote equality and diversity in all aspects of their work.
Health and Safety
Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974), and to ensure that agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors.
Infection Control
The post holder will ensure compliance with the Brandon Centre’s Infection Prevention and Control policies and procedures, and the Health and Social Care Act 2008, ensuring that the risk of healthcare associated infection to service users and staff is minimised.
Waste Disposal
All staff must ensure that waste produced within the Centre is disposed of in such ways that control risk to health or safety of staff and the public alike in accordance with relevant legislation and procedures contained within the policy.
Smoke free environment
There is a no smoking policy in operation in the Brandon Centre. In accordance with this policy smoking is positively discouraged and is not permitted on the premises.
To be noted:
This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties in discussion with the manager.
This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
PERSON SPECIFICATION: Operations Assistant
QUALIFICATION/TRAINING/EDUCATION
Essential
- GCSE A –C in English and Maths or equivalent
Desirable
- Relevant administrative qualifications
EXPERIENCE
Essential
- Experience of working with young people and clients from diverse backgrounds
- Demonstrable Administration experience
- Experience of working in a busy, public facing environment
Desirable
- Experience in analysing and presenting information
- An understanding of confidentiality requirements
SKILLS AND KNOWLEDGE
Essential
- Excellent ICT skills, including experience of using databases, word processing, email and spreadsheet software
- Excellent organisational skills -able to determine own workload priorities and manage own workload
- Excellent communication (verbal and written) and interpersonal skills
- Excellent accuracy and attention to detail
- Ability to work under pressure and to competing deadlines
- Ability to maintain confidentiality and act with discretion and diplomacy
- Demonstrable commitment to Brandon Centre’s values: compassion, inclusion & respect
OTHER REQUIREMENTS
Essential
- Enthusiastic, positive and approachable.
- Punctual
- Able to work flexibly and to be adaptable as required
- IT literate with knowledge of Microsoft packages
- Thrives on working with others: is motivated by working closely with other people, building and managing relationships and meeting new people
- Self-motivated and able to work under own autonomy or as part of a team
- Thrives in a fast-pace environment, with a 'can do' attitude
Job Type: Fixed term contract
Contract length: 10 months
Salary: £21,993.00 per year
Benefits:
- Cycle to work scheme
- Flexitime
- Sick pay
- Wellness programme
Schedule:
- Flexitime
- Monday to Friday
Work Location: In person
Application deadline: 26/04/2023
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