Receptionist/Administrator

ROLE DESCRIPTION

The Receptionist/Administrator undertakes a wide variety of reception, general office administration, secretarial duties as well as content management on the Methodist Church main web site. They work closely with all other employees of the Board of Administration to help maintain a smooth and efficient office. The Receptionist/Administrator must be proactive in their work habits and shows high interest and engagement in all tasks delegated.

The position description has a full list of tasks and functions, but this is a snapshot of the position we are offering.

POSITION FUNCTIONS AND TASKS

Reception – Front desk

• Answering phone and greeting clients.
• Managing meeting room bookings.
• Arranging tea and coffee for meetings, including lunches as required.
• Monitoring and processing incoming e-mails including central e-mail addresses (such as [email protected]).
• Building maintenance, including contacting and liaising with contractors as required.
• Chief Fire Warden duties.

Secretarial Work

• Collation and binding and sending out of materials for meetings, agendas and other documents.
• When requested attend meetings, take minutes, draft and type minutes. 
• Booking travel arrangements including flights, accommodation, rental cars and taxis.

General office administration

• Processing and sorting incoming and outgoing mail and courier packs. 
• Photocopying, scanning and binding as required.
• Banking as required.
• Filing on a daily basis.
• Liaising with IT regarding backup tapes.
• Preparing morning and afternoon tea each day for all staff including the setup, clean up and tidying of the morning tea area.
• Checking, stocktaking and ordering stationery, office and kitchen supplies.
• Any other duties as may be required from time to time.

Web Master

• Keep the site up to date with the latest Connexional information supplied by others within the Board of Administration and other providers (subject to approval by the appropriate personnel before the website is updated).
• Assist other webs users with finding solutions
• Train users of the CMS.
• Report monthly on web performance using tools such as Google analytics, for the Content Providers and other relevant user groups. 
• Report monthly on web performance using tools such as Google analytics, for the Content Providers and other relevant user groups. 
• Ensuring that all incoming e-mails to central e-mail address are answered or forwarded to the appropriate person in the office to provide a response in a timely manner.

KEY PERSON SPECIFICATIONS

Knowledge & Experience

• Requires minimum 3 years secondary schooling, with prior experience working in a busy office environment.
• Competent keyboard skills with knowledge of Outlook email and Microsoft Office software including MS Word and Excel, preferably to an Intermediate Level.
• Works well as part of a team but also has experience in the performance of specific tasks and activities that do not involve close supervision or liaison with others.
• Ability to manage time effectively and to prioritise workloads effectively.
• Excellent telephone skills and the ability to respond positively and effectively to staff.
• Competent in taking and forwarding messages accurately and promptly.
• Current drivers licence is preferred.

Preferred but not essential

• Knowledge of the 3CX phone system would be helpful.
• Knowledge of how to set up and use Zoom for meetings and webinars would be useful.
• An understanding of Silverstripe, the content management system would be helpful.

Personal Attributes

• Pleasant demeanour.
• Quick learner.
• Ability to work co-operatively with a wide variety of people and cultures.
• Reliable, dependable and willing to 'pitch in' at all times.
• High degree of confidentiality.
• High level of personal presentation.
• Must be able to embrace, understand and respect the ethos of working in a Church based organisation.