Role Purpose
We are seeking a highly organised and customer-focused Administrative & Reception Officer to deliver a high-quality front-line service within a framework of equality and inclusion.
This role involves providing comprehensive administrative support, managing reception services, and ensuring a welcoming and professional environment for all visitors, service users, and staff. You will also play a key role in maintaining efficient office systems, supporting events, and contributing to the smooth running of the service.


Key Responsibilities
*Deliver a professional reception service, including greeting visitors, answering telephone enquiries, and taking accurate messages.
*Maintain the reception area, ensuring it is tidy, welcoming, and stocked with up-to-date information and leaflets.
*Manage staff and visitor sign-in systems.
*Carry out general administrative duties including correspondence handling, electronic filing, and document management.
*Use systems such as Microsoft Office, Liquidlogic, SAP, and HPCS effectively.
*Manage room bookings, including the Winkfield booking system.
*Arrange meetings, prepare agendas, and take accurate minutes, ensuring timely distribution.
*Maintain and develop record-keeping and monitoring systems.
*Liaise professionally with staff, service users, carers, and external agencies.
*Handle enquiries and provide information in line with service requirements.
*Ensure confidentiality and compliance with data protection and information-sharing protocols.
*Raise purchase orders using SAP and manage stationery orders via approved suppliers.
*Support event planning, including writing invitations, designing flyers, and organising activities.
*Create contracts using the HPCS portal.


Generic Responsibilities
*Comply with Health & Safety, Data Protection, and all relevant statutory requirements.
*Promote and support Equal Opportunities policies.
*Use IT and financial systems effectively.
*Undertake additional duties appropriate to the role when required.


Person Specification
Essential:
*Experience working with administrative systems.
*Proficiency in IT systems including Microsoft Office (Word, Excel, Outlook, PowerPoint) and experience with systems such as SAP, HPCS, or Liquidlogic.
*Strong written communication skills, including drafting letters and correspondence.
*Ability to take accurate meeting notes and minutes.
*Excellent attention to detail and ability to record information accurately.
*Strong interpersonal and communication skills with the ability to engage effectively with a wide range of people.
*At least one year’s experience in a general administration and/or reception role.
*Confident using telephone systems and handling enquiries professionally.
Desirable:
*Knowledge of Health & Safety, Data Protection, and statutory compliance requirements.


What We Offer
*A supportive and inclusive working environment
*Opportunities for training and development
*The chance to make a real difference in the community


How to Apply
If you’re ready to be a part of a service that truly makes a difference, we’d love to hear from you, please email your cv.
We are committed to equality of opportunity and welcome applications from all sections of the community.