Apprenticeship Job Role:
This is a key role in welcoming people to our charity and busy community centre in Battersea. We’re looking for someone who is willing to do administrative work but is also a strong ‘people person’. You will be supporting our users/members and staff teams working with children and families, older people and refugee communities.
Specific Duties and Responsibilities:
Receptionist’ key objectives:
*Welcome KLS members, visitors, staff and volunteers
*Deal with inquiries on the phone and face to face, including room bookings
*Share information about KLS and/or refer onto partner organisations with the general public and users
*Ensure all KLS club rooms are set up as needed and tidy
You will be supported by and work closely with our Finance & Premises Manager and Premises Support Officer.
Manage KLS’ Reception:
*Welcome everyone to KLS – meet, greet and direct
*Signing in- and out- for staff and visitors (for security and fire reasons)
*Answer the entrance doors
*Answer KLS main telephone switch board, and then screen and direct calls, as well as take and relay messages
*Deal with visitor’s/members enquiries and refer people appropriately
*Provide people with information about KLS (including booking forms, timetables, directories, noticeboards etc.) and/or refer them onto an appropriate organisation
*Direct visitors to rooms, services and people in the building
*Maintain security: monitor visitor access, issuing visitor badges, maintain security awareness, ensure the building is safe and secure
*Deal with deliveries (post etc.) and ensuring they reach their right destination within KLS building
*Tidy and maintain the reception area
Undertake Administration:
*Light administration tasks e.g. mailings, photocopying, typing notes, help organise events/meetings
*Work with KLS projects and their users/members as appropriate
*Support the planning and organising of community events
*Administer the recruitment and selection processes of staff/volunteers
*Keep track of staff holidays over the summer
*Book training sessions for staff and volunteers
*Take minutes for meetings (as appropriate) and prepare written reports (40 wpm)
*Organise stationary orders, and maintain and issue stationary stock
*Organise post for the building
*Ensure photocopier is in full working order
Manage Room Bookings:
*Deal with room booking enquiries – telephone, email and visits
*Take people through the room booking process – forms, booking a date in the diary (paper & online), keys and key holder, refreshment/equipment needs, payments (working alongside KLS’ Premises & Admin Manager)
*Set up and tidy up rooms before and after they’ve been used by a group, reporting any improvements or repairs to Premises Manager and/or Cleaner & Maintenance Worker as appropriate
*Ensure refreshments are available to all our visitors
Other duties and responsibilities:
*Participate in regular supervision and annual appraisal; help to identify your own job related development and training needs
*Undertake your role in a professional and ethical manner and maintain a high quality standard of work in accordance with the aims, values and ethos of Katherine Low Settlement
*Undertake any other appropriate tasks as agreed with your line manager
The above job description reflects the position at the time of writing. It is not intended to be a task list but indicates the level of work involved. It is expected that duties will be reviewed and revised as required.
You will have:
*Basic keyboard skills, use of Microsoft Office, email & Outlook Calendar and the internet
*Good communication skills, including the ability to take and give simple messages, to communicate effectively verbally and in writing with a range of people and to take down telephone messages clearly and accurately
*Good interpersonal skills and proven experience of dealing effectively, politely and diplomatically with people, both face-to-face and on the telephone.
*Able to understand & respect the importance of confidentiality, both within & outside the workplace
*Ability to work flexibly and co-operatively with colleagues in a team, asking for and giving support as needed
*Able to understand the importance of being punctual & the impact absence has on the effectiveness of the team
*An understanding of the importance of equality and diversity and health and safety in the workplace
The successful candidate will be surrounded by experienced staff who will provide close support.
You will be working towards a Customer Service Apprenticeship Standard. If you do not hold GCSE A-C/9-4 in maths and English then you will be required to undertake the Functional Skills Level 2.
Education History
To help us to be as accurate with your information as possible, you will be required to provide us with your education history. The majority of our apprenticeship opportunities are government funded. Where an advanced level 3 apprenticeship is government funded, your potential employer may be ineligible for funding if you already hold a qualification at level 4 or higher. Should you hold any qualifications at level 4 or above, you will be required to provide full details when asked at application.
The WCLL Work Based team will look at your qualifications to check the apprenticeship will not duplicate any training or assessment you have received from any other source, however, please be aware, in some cases previous higher learning may exclude you from an advanced government-funded apprenticeship.
Eligibility Requirements:
Must be 16 or over
Must have lived or worked in the UK/EU for the last 3 years
Must not be enrolled in full-time education or enrolled on any other funded courses.
Interested in finding out more or looking to apply, please email your CV to Jackie Brown:
M: 07557863654
E: apps@richmondandwandsworth.gov.uk