Trust receptionist: JOB DESCRIPTION

Applications close 8th October
Interviews 16th October
Job to begin on the 23rd October

Location: Govanhill Baths 99, Calder Street Glasgow, G42 7RA
Reports to: Trust Manager
Hours: 10.30am – 5.30pm Mon-Fri
Salary: £8.45 an hour, plus pension. Conditions according to GBCT standard contract.

Role and Responsibilities: The GBCT Receptionist is responsible for handling reception and administration duties, answering phones, handling inquiries, handling cash payments, enrolling participants in courses and provide general office support with a variety of clerical activities and related tasks

Reception
• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person
• Answer, screen and forward incoming phone calls
• Ensure reception area is tidy and presentable, with all necessary stationery and material
• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Maintain security by following safety procedures and controlling access via the reception desk
• Enrol people into various classes and workshops
• Order office supplies and keep inventory of stock
• Update calendars and schedule room booking and events
• Take room bookings and deal with cash payments and invoicing
requirements

Financial
• Liaise with GBCT book keeper as necessary and understand financial processes and procedures
• Liaise with the Trust Manager on operational and financial management
• Handle cash payments from clients and customers

Administrative
• Administer the Trust’s contact databases, the collection of membership fees and liaise with the Trust’s Web Manager as necessary
• Organise regular mail-outs (hard copy and electronic) and distribute Trust’s monthly e-newsletter and marketing materials
Such other duties as required

Health & Safety Legislation, GBCT Policies, the Equality and Employment Acts
• Understand the Trust’s policies in relation to all of the Trust’s work.
• As directed by the Trust Manager, be responsible for the administration of relevant training in these areas
• Ensure the delivery of a safe, healthy, and clean working environment that is conducive to the wellbeing of Trust employees, visitors and volunteers.

Legal
• Understand all legal business entered into by the Trust and any other third party whilst maintaining an awareness of the Trust’s ongoing legal responsibilities
• Understand how the Trust operates in line with developments in legislation relevant to its work, e.g. in relation to the Employment Act and the Equality Act (See above also)

Other
• Be responsible for keeping the front foyer, front steps, all front windows and community kitchen area clean, tidy and well presented on all occasions and understand health and safety regulations
• Oversee security and responsibility for key distribution as directed
• Assist in organising the necessary maintenance of the office

Person Specification

Essential Requirements:

The post holder will need to possess:
• Proven work experience as a Receptionist or similar role
• Qualifications to Standard and or Higher Grade English (or equivalents) and some experience of working in an office or similar environment including basic minimum typing skills or close by
• An organised and disciplined approach to work
• IT skills, including Microsoft Word, Databases, the Internet and telephone
• Excellent communication skills (verbal and written) including ability to relate to colleagues and the public and adhere to related professional codes (e.g. dress codes ,use of appropriate language, respect for and courtesy towards other employees and volunteers at all times )
• The ability to work occasional flexible hours
• The ability to work on own initiative.
• The ability to work under pressure, prioritise workloads meet deadlines
• A recognisable commitment to self-development (which will be supported by training courses by the Trust as appropriate and requested)
• A positive attitude towards and knowledge about the work of the Trust and a commitment to issues of equality and fairness
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organisational skills
• Multitasking and time-management skills, with the ability to prioritize tasks

Other desirable skills:
• Knowledge of and experience in working in the the Voluntary/Third Sector
• Experience of event coordination and campaign working
• An understanding of the roles of the various statutory agencies and voluntary organisations within Glasgow, particularly in the Southside of Glasgow
• Any specific skills relevant to the campaigning and/or developmental work of the Trust
• Working knowledge/proficiency in a local community language other than English

to discuss or for further information call Jim Monaghan, Trust Administrator 0141 433 2999
To apply email a CV and covering letter to Fatima Uygun, Trust Manager info@govanhillbaths.com