AddressDate JD Revised:
SOUTH WALES FIRE AND RESCUE SERVICE
JOB DESCRIPTION
Department
Business Support / Corporate Support
Post
Receptionist
Post No
NU418
Grade
4
Location
Fire Service Headquarters
Responsible to
Administrative Supervisor
Responsible for
N/A
Responsibility for
Physical Resources
N/A
Responsibility for
Financial Resources
Nil
This job description refers to the main purpose and responsibilities of
the post. It does not necessarily list in detail all of the tasks required to
carry out these responsibilities. This job description will be reviewed as
and when necessary to ensure that it meets the Service’s business
requirements.
MAIN PURPOSE OF THE POST
To provide an efficient and customer focused reception, switchboard and mail
service, as well as providing administrative support within the Business
Support Administration Team.
DUTIES AND RESPONSIBILITIES:
The main duties of the post will be to provide general administrative support
for Directorates across the organisation, to include some or all, but not
exclusively the following:
Principal Duties
1. Provide switchboard services, answering, screening and forwarding
incoming phone calls, giving equality to the Welsh and English
Language.
2. Serve visitors by greeting, welcoming and directing them appropriately,
maintain signing in book and issuing visitor badges.
3. Receiving, sorting and delivering mail twice a day.
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4. Generate user name and password using the Sisco system to enable
visitors to access WiFi, maintain electronic system.
5. Provide general clerical support to the Administrative Team, including
data entry and basic use of Microsoft applications.
6. Undertake photocopying, scanning, shredding and binding as required.
7. Maintain and interrogate databases to provide information in an
accurate and timely manner, including room bookings, cancellations
and updating external attendee list.
8. Check in advance meeting room bookings, arrange room set up and
ICT requirements, provide refreshments and arrange buffets.
Secondary Duties
9. To participate in inter-departmental, corporate meetings as directed
and to liaise with other departments, public and other outside bodies
and organisations as required or is necessary.
10. To provide general administrative support and assistance to other
members of staff to assist them in meeting the needs of the Service.
General Duties
11. To attend in-house and external training courses as required.
12. To undertake in addition to the above duties and responsibilities such
additional duties as may result from time to time from changing
circumstances but which will not change the general character or level
of responsibility accorded to the post.
13. To implement the principles of the Service’s Equal Opportunities and
Diversity Policies and Welsh Language Schemes whilst carrying out
the above duties.
14. To ensure awareness and compliance with any directorate, department
or team plans that may be implemented from time to time and ensure
awareness and compliance with any systems or procedures
implemented within the department.
15. To discharge such other duties commensurate with the grade of the
post as may from time to time be required by the Director or Head of
Service or Supervisor.
16. To adhere to Health & Safety Legislation/Relevant Service Policies and
Procedures and to take reasonable care for the health and safety of
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yourself and other persons who may be adversely affected by your
acts/omissions.
17. Comply with Standing Orders, Financial Regulations, Organisational
Policies and Procedures and any other instructions or procedures that
may be published or issued from time to time
ORGANISATIONAL VALUES
In performing the above role, all employees of the Service are required to
observe and promote the Service’s Core Values to be, at all times:
Professional
Caring
Respectful
Dedicated
Trustworthy
Dynamic
Disciplined
Resilient
