Receptionist and Administrator

MAIN PURPOSE OF THE ROLE

To support the delivery of the diocesan strategy by working as part of the Administrative Team in Church House and ensuring provision of excellent reception and administrative support.

MAIN DUTIES & RESPONSIBILITIES

1. STRATEGIC

1.1 To share experiences with colleagues by playing an active part in the Church House Administrative Team in order to improve the efficiency and effectiveness of administrative processes.

2. OPERATIONAL

2.1 Reception duties including:

2.1.1 Receiving and dealing with external and internal telephone calls.

2.1.2 Receiving and responding to or redirecting emails.

2.1.3 Dealing with incoming and outgoing mail, using the franking machine as necessary.

2.1.4 Providing excellent customer service, receiving visitors and providing appropriate hospitality, including setting up meeting rooms.

2.1.5 Maintaining electronic diaries using Microsoft Outlook for booking of meeting rooms.

2.1.6 Maintaining records of room usage, franking and photocopiers as required to enable the Finance Department to allocate charges to the appropriate budget.

2.1.7 Photocopying and scanning as requested and distributing by most appropriate means.

2.1.8 Placing orders for office equipment and distributing received goods.

2.1.9 Maintaining supplies of stationery and record of costs to responsible Department.

2.1.20 Producing mailmerged documents using Microsoft Word and Excel.

2.1.21 Assisting with data input into the Church of England parish returns website.

2.1.22 Maintaining appropriate filing systems.

2.2 Assisting the Resources Administrator with duties relating to the Resources Centre, including:

2.2.1 Receiving visitors.

2.2.2 Being familiar with the Resources booking in order to book out resources for centre members and respond to queries.

2.2.3 Keeping the Resources area tidy, including helping with displays and filing items on the appropriate shelves.

2.2.4 Providing cover for the Resources Administrator during leave.

2.3 Providing administrative support as requested by departments, including sickness and holiday absence cover.

Tasks may include (but are not limited to):

2.3.1 Scanning, photocopying and maintaining filing and archive systems

2.3.2 Answering or redirecting queries

2.3.3 Organising events

2.3.4 Updating the Diocesan Contact Management System database

2.3.5 Assisting with data input

2.3.6 Distributing meeting papers and correspondence

2.3.7 Minute-taking

2.3.8 Proof-reading and editing documents and reports

3. OTHER

2.4.1 To work flexibly and supportively with the other administrative colleagues in Church House.

2.4.2 To provide cover for Reception during periods of sickness or annual leave.

2.4.3 Any other reasonable duties as required by the Executive Assistant or Heads of Department

This role description provides a guide to the duties and responsibilities of the post and is not an exhaustive list. The post holder may be asked to undertake any other relevant duties appropriate to the post. The role description will be amended over time, in full consultation with the post holder, to meet the needs of the Diocese.

IF YOU WISH TO APPLY PLEASE DO SO BY COMPLETING THE APPLICATION FORM ON THE DIOCESE OF SHEFFIELD VACANCIES PAGE