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Service Support Administrator- JAMI

  • Location: Edgware, Middlesex
  • Sector: Administration
Job Purpose/Summary:

Martin B Cohen Centre for Wellbeing is the reception for all Jami resources and therefore requires the efficient and professional running of both the main reception area and telephony system.
In this role you will deliver a high quality service, together with a polite greeting on both the phones and in the main reception area to service users, volunteers and supporters.

Key Responsibilities:
  • Provide a comprehensive meet and greet service face to face and on the telephone, directing phone calls to the correct person or when necessary taking accurate messages which are forwarded to staff by email.
  • Offering refreshments/hospitality to visitors to Martin B Cohen Centre
  • Use initiative to screen calls from any cold callers. 
  • Ability to multitask, particularly with reception duties (i.e answer calls, take notes, open doors)
  • Liaise effectively with all staff across Jami including visitors, volunteers, service users and colleagues in all departments and localities. 
  • Supervise and coach volunteers working alongside you.
  • Keep the reception area tidy and presentable at all times.  
  • Replenish leaflets and programs on the front desk and maintain up to date information. 
  • Ensure any paperwork is filed where necessary and that confidential data is kept secure.  
  • Maintain a tidy stationary cupboard and carry out stock control.
  • Arrange transport for clients when appropriate by calling the taxi service. 
  • Pro-actively keep up to date with any changes which may affect the running of the service i.e. sickness or absences of staff, Jami closures etc.
  • Support the Finance and Operations manager with facilities and health and safety issues (for all sites) e.g. liaising and negotiating with external suppliers, including equipment lease agreements, insurance renewal, regular office/resource checks e.g. PAT, fire safety, boiler services etc.) Further support with waste and other government requirements.  
  • Maintain work areas in a tidy and safe way and free from hazards. Actively reporting on health and safety hazards and infection hazards immediately.
  • Build and maintain professional relationships with contractors where necessary.  This includes liaising with cleaning contractors and arranging when cover is needed whilst updating relevant parties.  
  • Ensure building security – having thorough knowledge of doors/windows/alarm. Liaising with care taker and arranging cover when necessary.
  • Work with HR & Operations Coordinator to enhance the service. Including circulating staff information (e.g any policy updates or announcements). 
  • Assist with admin duties required for new projects
  • Provide administrative support to staff including support with fund raising and marketing tasks, training days, minutes at meetings, social events – duties may include photocopying delegate packs, ordering food, arrange travel, communication etc.  
  • Ability to take donations over the phone when necessary
  • Provide diary management support to senior staff.  This may include booking meeting rooms and offering /preparing refreshments.  
  • Draft, set out and type letters, minutes, memos, reports, questionnaires etc. including photocopying reports and correspondence as and when required.
  • Understand and implement the principles of confidentiality and Data Protection legislation at all times. 
  • Undergo appropriate training as available and determined in conjunction with reception duties.
  • Help with the managing and distributing of post. Franking post and liaising with the Royal Mail when appropriate 
  • Maintain confidentiality and professional conduct at all times.
  • To be aware of and comply with safe working practices as laid down under the Health and Safety at Work Act and as applicable to unit procedures. 
  • To carry out any other reasonable duties as requested by the Line Manager or other designated senior staff.
Person Specification:
The person specification describes the skills, experience, knowledge and aptitude required to perform the duties of this post effectively.  The order in which the criteria are listed should not be taken to imply their relative importance. Criteria all essential unless stated. 
Paid and unpaid experience may both be relevant.

Training & Qualifications        
  • Educated to A level or equivalent (desirable)

Experience 
  • Working in a calm and professional manner in an office environment combining a variety of functions
  • Working effectively as part of a team
  • Working in a high pressured role and able to multitask 
  • Keeping accurate records and clear notes
  • Experience of developing administrative (incl. IT based) system (desirable)
  • Working with people with specific mental health needs (desirable)

Skills/Abilities     
  • IT competency to good level
  • Effective communication skills
  • Understanding of the mental health recovery framework
  • Effective written skills
  • Ability to work pro-actively and use own initiative
  • Good telephone manner and ability to meet and greet all types of visitors
  • Experience and knowledge of the Jewish community (desirable)
  • Experience and knowledge of Mental Health (desirable)
  • Knowledge of relevant policies, practice and procedures (desirable)
  • Up to date First Aid certificate (desirable)
  • Good presentation skills (desirable)
Other     
  • Ability to undertake duties outside of traditional working hours 
  • Willingness to engage with the  supervision process
  • Enthusiasm, commitment, reliability
  • Willingness to adhere to Jami policies, procedures and philosophy.