Receptionist

Northumberland National Park Authority

Job Description

Post: Receptionist/Admin Support Officer

Responsible to: HR and Corporate Support Manager

Responsible for: No direct reports

Grade: Band 2

Working pattern is Monday to Thursday afternoons each day and all day Friday.

Job purpose

To provide a professional and friendly reception service at the National Park Headquarters, Eastburn and give administrative and office services support to staff based on site as directed by the HR and Corporate Support Manager.

Key Result Areas

Reception/Welcome

• To provide a punctual, polite, welcoming, and informative reception service to all visitors, callers and staff.
• To provide a central enquiry service to tenants using the building and to provide a welcoming reception to their visitors.
• To ensure reception and other public areas of the building support a professional corporate image of the Authority.

Administration and Support

• Provide effective office services, including the efficient use of Microsoft 365 for tasks such as word processing, mail merging, arrangement of meetings, photocopying and scanning, internal and external post handling and answering general queries.
• Maintain an effective staff/tenant security system to ensure an effective record of on-site personnel at any time, in line with the Authority’s Health & Safety procedures.
• Working with the Corporate Support Officer, co-ordinate an effective meeting room booking experience for visitors, collate a weekly meeting room and pool car schedule, and work with other members of the Corporate Support team to ensure meeting rooms are set up as required during the day, in terms of layout, IT equipment, refreshments, etc.
• Ensure pool vehicles are ready for use, as well as arranging valeting and servicing/repairs as required, and maintaining the emergency supply boxes.
• Support colleagues with travel data collection, e.g. rail/air travel and monthly pool car usage sheets.
• Co-ordinate all the travel bookings for Authority staff, ensuring the most cost effective route is used. Maintain an effective record of travel using the Authority’s financial system and reconcile against invoices.
• Assist the Corporate Support Officer in the promotion of the Authority’s enterprise hub and office/meeting room facilities as and when required.
• Order office supplies and other supplies as requested.

Partnership and Liaison

• Working closely with the Corporate Support Officer and other members of the team, to ensure that effective office services are provided for meetings and general hospitality, such as meeting room set up/requirements, refreshments, catering.
• Receive / provide cover and support from/to other members of the Corporate Support team.
• Promote a culture based on teamwork, open communication and collaboration throughout the Authority.
• Co-ordinate PPE clothing stocks, ensuring appropriate levels of clothing are kept.

Other Duties

• Any other duties consistent with the nature, level and grade of the post as may be assigned by the Corporate Support Manager.
• Act as the First Aid officer for the Head Office, and ensure First Aid supplies are maintained at Head Office.
• Assist with the provision of weekly fire alarm tests, noting the results in the Fire Alarm log and highlighting faults in conjunction with the Estates and Facilities Officer.
• Proactively support the promotion of equality and inclusion in all areas of work

Northumberland National Park Authority

Person Specification

Essential:

Knowledge

• Educated to GCSE level or equivalent.
• Numeracy and literacy to a good standard.

Skills

• Good written and verbal communication skills.
• Good time management and organisational skills.
• Good IT skills including use of Microsoft Office package or similar software.

Experience

• Experience in providing reception and related administrative services.
• Experience in dealing with members of the public.
• Experience of working in a team within a busy office environment.
• Experience of using office equipment such as photocopiers/scanners and computerised telephone systems.

Personal Qualities

• Friendly and communicative with a commitment to customer care.
• Pro-active attitude with ability to work on own initiative, making decisions associated with the post in line with budgetary limits and guidelines.
• Punctual and reliable.

Desirable:

• Formal qualification in an administrative discipline.
• Knowledge of National Park purposes.
• Emergency First Aid at Work trained.
• Valid full driving license.
• Familiar with Microsoft 365 and sharepoint.
• Ability to work a flexible working pattern.