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Business Support and Reception
£13.26 per hour
2 part-time Business Support Officer
1 x 30 hour position 4 days
1 x 22.50 hour position 3 days.
Until end of March 2025 - likely to be extended.
Expectation is to cover any of the Family Hubs across BCP locations so must be prepared to travel. This is not a remote role and will be covering reception.
To be the welcoming 'front-office’ face of the Hub for all visitors, particularly parents and children, and to provide a friendly, helpful front of house information service for visitors and providing other sources of information as needed. Working as part of the team, you will provide an efficient, effective and high-quality administration support service to staff.
Key Responsibilities
- To provide the reception role for an allocated Hub ensuring that all visitors are welcomed, signed in and out and helped/shown where they need to go in a timely way.
- Data input and updates on the appropriate Management Information System such as registering attendances, attendance monitoring and producing reports, ensuring accuracy at all times.
- To process referrals and any other relevant processes within strict data protection protocols.
- To make sure that the reception area is always clean, tidy and bright, and that displays are relevant and up to date.
- To adhere to agreed reception procedures, ensuring all relevant aspects of the role are followed by other members of the team whilst covering the reception desk.
- To provide visitors, particularly families, with relevant information about the Hub and other services locally and endeavour to find out answers to queries using internal sources, Google and other sources of information.
- To deal with enquiries which may be of a sensitive nature and/or contentious, in person or over the telephone in a positive, professional, and helpful manner, ensuring enquiries are answered effectively and messages are passed on promptly to the correct staff.
- To be alert to safeguarding issues.
- Where necessary to monitor and update social media site in accordance with digital marketing policies and procedures.
- Where appropriate, liaise with internal departments to ensure services for the building are kept up to date e.g. grounds maintenance, PAT testing, fire safety equipment. Maintain up to date records of all services carried out within Family Hub premises.
Specific Qualifications and Experience
- Significant and a wide range of administration experience in a busy office environment.
- Experience of taking complex minutes at meetings or producing similar written material
- Significant experience using various IT software packages, including Excel, Access, PowerPoint and Word and bespoke databases
- Minimum of 2 A Levels or equivalent experience
- European Computer Driving Licence (ECDL) or equivalent
- NVQ Level 3 in Information, Advice and Guidance or willingness to train.
Personal Qualities & Attributes
- Ability to work effectively as part of a team.
- Able to use own initiative working under minimal supervision
- Ability to produce and maintain high quality standard of work
- Ability to work under pressure to tight deadlines.
- Advanced keyboard skills and able to produce work quickly and accurately
- Able to present work in a consistent and professional format.
- Excellent communication and interpersonal skills to deliver a range of advice and guidance, resolve queries, including some of a more contentious nature
- Strong numeracy skills; handling cash, processing financial paperwork, analysing and understanding data.
- Able to manage and organise own schedule efficiently.
- Ability to use office equipment and file numerically and alphabetically.
- Identifies ways to do things more effectively
- Strong commitment to customer care and in delivering high quality services
- Strong commitment to equality and diversity
- Professional and adaptable with a positive approach to work
- Willingness to undertake further training to support administrative work
