Receptionist

Job description

Job responsibilities

1. Administrative and Reception Duties

• Greet clients and visitors in a courteous, friendly and helpful manner.
• Liaise with clinicians and other staff as required to ensure the smooth running of the centre and to understand the importance of teamwork.
• Routine reception duties including photocopying, switchboard, organising diaries and booking rooms.
• Process Subject Access Requests 'SARs' in line with policies and procedures.
• 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.
• Undertake training to become a c-card distributor free condom scheme for under 25s.
• Input all counselling & psychotherapy referrals into our electronic patient record system 'EPRS', Waiting List and Microsoft Share Point.
• Keep accurate records of IT assets and adequate stock levels, organising for the collection and distribution of equipment to staff.

To be responsible for all aspects of Accounts payable at Brandon Centre.

• Receipt of purchase invoices from suppliers via admin account and managers.
• Maintaining a log of all purchase invoices in Excel and making sure all have been processed.
• Checking accuracy of purchase invoices including requesting information from managers and other staff where necessary. Communicating with suppliers to clarify issues and get invoices changed where necessary.
• Handling any payment queries from suppliers.
• Completing bank reconciliation on payments account.
• Obtaining backup for direct debits, checking correctness and getting direct debits amended if necessary. Obtaining backup for credit card transactions, checking correctness and getting transactions amended if necessary.
• Accurate and timely posting of all purchase invoices, direct debits and credit card transactions.
• Creating prepayments in Quickbooks, or possibly accruals, as necessary.
• Ensuring prepayments and credit cards accounts in Quickbooks are kept reconciled with prepayments balance always kept at zero and credit card balance matching statements.
• Setting up payment runs in Quickbooks.

• 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.

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 service users.
• Recognise peoples needs for alternative methods of communication and respond accordingly.
• Maintain a high standard of accuracy in record keeping and documentation.
• Accurately record and amend service user information to acceptable data quality standards using the electronic systems in place.
• Undertake relevant training for electronic information systems in place and under development.

Person Specification

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

Qualifications

Essential

• GCSE A C in English and Maths or equivalent

Desirable

• Relevant administrative qualifications
• Finance Qualification

Experience

Essential

• Experience of working with young people and clients from
• diverse backgrounds
• Demonstrable Administration experience
• Experience of working in a 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 Centres values:
• Compassion, Inclusion & Respect.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Brandon Centre

Address

26 Prince of Wales Rd

Kentish Town

London

NW5 3LG

Employer's website

https://brandon-centre.org.uk/ (Opens in a new tab)