Name Diocesan House Receptionist and Office Assistant. Hospitality and Office Manager

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1 JOB DESCRIPTION Diocesan Objectives Canterbury Diocese is committed to 3 key overriding objectives of Growth both spiritual and numerical; Reimagining ministry and Building strategic partnerships with our communities The diocesan structure is built around frameworks which focus on these key objectives and from time to time strategic priorities are set for this purpose. Through our structural frameworks our vision and purpose for our diocesan officers is to offer support, advice and exceptional service to all those who work and worship in the parishes and Deaneries of the Diocese enabling them to serve God through their witness to the good news of Jesus Christ Name Job Title Grade Department Reports to Diocesan House Receptionist and Office Assistant 16,000pa Hospitality and Office Management Team Hospitality and Office Manager Job Summary This role is the first point of contact for staff and visitors to Diocesan House. The post holder will provide an efficient and welcoming reception service, Monday through to Friday, to all staff and visitors of Diocesan House. They will be a key member of the hospitality team helping to ensure the smooth running of the office by supporting the Hospitality and Office Manager with daily tasks, in particular overseeing the catering requests for meetings and events within Diocesan House. Deputising for assigned Facilities Management & Health & Safety duties will also be a part of this role and the post holder will be proactive in ensuring all daily tasks are completed. The post holder will need to be enthusiastic for the role and a good team player. Job Location Diocesan House Lady Wootton s Green Canterbury Kent

2 Structure Chart Diocesan Secretary Hospitality and Office Manager Diocesan House Events and Training Administrator Diocesan House Receptionist and Office Assistant Main Duties Building. 1. Open the offices in the morning, lock the front door in the evening and ensure all other external exits are locked and secure; 2. Ensure that the front and rear entrances of the building are clean; 3. Observing and monitoring the car park to ensure that parking regulations are adhered to; 4. Switch on all lights and check cleanliness of the interior and exterior, making a record of any poor levels of cleanliness or any maintenance issues and take necessary steps/action to remedy; 5. Ensure that the kitchens are well stocked with milk, sugar, tea and coffee. Telephone System. 1. Operate Diocesan House s switchboard from 9.00am 5pm; receiving and transferring telephone calls, announcing callers, taking brief messages and passing these on via the system or connecting callers to staff members personal direct line voic ; 2. Ensure all voic messages to main office number are taken and directed to staff members. Maintain and ensure that the answer message is appropriate; 3. Report telephone equipment and line faults to the IT Manager; 4. Train all new staff in the operation of the telephone system, as part of the New Staff Induction process and take a pro-active approach to ensuring existing staff are properly trained on making full use of the system; 5. Review and update on a regular basis the staff contact and telephone extension lists. Reception.

3 1. Greet and welcome visitors to the Offices between 9.00am and 5pm (excluding one hour lunch break), ensuring they sign in the visitor s log and informing the relevant member of staff of their arrival; 2. Monitor and ensure that the reception area is kept tidy and projects a business-like image; 3. Keep a record of staff and visitors signing in and out of the building; 4. In the event of a fire and/or any other emergency requiring staff to leave the building, act as Deputy Fire Marshall; 5. Check and sign for deliveries, before informing the relevant member of staff of their arrival. Deliveries by post or courier will include valuable items (cash, passports). Follow procedures and ensure security of valuables; 6. Ensure the reception slides are updated weekly; 7. Ensure Reception and Switchboard manuals are kept up to date. Post. 1. Process and deliver internal and external (including the Precincts) mail daily. Check that costs are charged to the appropriate cost centres; 2. Ensure that franking machine is charged, maintained and stocked accordingly. Couriers/Taxis. 1.On receipt of the appropriate request form, book couriers and taxis on behalf of members of staff; 2. Process invoices and draw up paperwork to ensure costs are allocated to the relevant departments. Staff. 1. Collate and update staff lists and contact details regularly; 2. Devise and conduct regular online staff satisfaction surveys and elicit feedback on the working environment. Office Services. 1. Provide office supplies (Stationery & kitchen supplies) for staff and maintain adequate stocks; task includes ordering new supplies, identifying new suppliers and obtaining the best price for Diocesan House; 2. Provide administrative and general support to the Hospitality & Office Manager in ensuring compliance with Health & Safety Regulations;

4 3. Induct new staff and volunteers in office procedures, Fire Safety and Health & Safety. Meetings and Events management 1. Provide logistical support to meetings held in the Board Room and other Diocesan House meeting rooms, to include preparation of meeting and conference rooms and assist in arrangements for catering provisions; 2. Collate hospitality data (room usage etc.) into reports for the Office Manager. Office Security 1. Issue keys for out of hours working and induct new staff and volunteers in office security procedures; Human Resources 1. Aid the HR Manager with the induction of new staff; keep the welcome pack up to date and coordinate meetings with the relevant personal according to the induction checklist; Other 1. Provide support to the Hospitality & Office Manager and other members of the Hospitality & Office Management Team and contribute in other ways to the effective functioning of Diocesan House as required; 2. Contribute to team-wide communications and knowledge management, and participate in Organisation-wide events and discussions on related topics/projects; 3. Attendance at Diocesan Synod (3 meetings per year, usually two Saturdays and one weekday evening) to assist with the smooth running of the event and the hospitality function. Contact with others Internal: All Diocesan Staff External: All visitors to Diocesan House Person Specification Qualifications/Education required Good level of education including GCSE Maths and English

5 Skills required Excellent communication skills and telephone manner Excellent customer service skills Ability to prioritise and organise work Flexible to changing demands IT skills and ability to use Microsoft Office Experience required Dealing with the public Aptitudes & personal qualities required Office or admin experience Positive, flexible attitude Display initiative and enthusiasm Calm under pressure Self-confident Proactive and can do attitude to problem solving responding positively to requests for help using your own initiative Teamwork & integrity to the job and colleagues Agreed by job holder Date Authorised by Date Review date Diversity We understand the benefits of employing individuals from a range of backgrounds, with diverse cultures and talents. We aim to create a workforce that: values difference in others and respects the dignity and worth of each individual reflects the diversity of the nation that the Church of England exists to serve fosters a climate of creativity, tolerance and diversity that will help all staff to develop to their full potential. We are committed to being an equal opportunities employer and ensuring that all employees, job applicants, those we serve and other persons with whom we help and support are treated fairly and are not subjected to discrimination. We want to ensure that we not only observe the relevant legislation but also do whatever is necessary to provide genuine equality of opportunity. We expect all of our employees to be treated and to treat others with respect. Our aim is to provide a working environment free from harassment, intimidation, or discrimination in any form which may affect the dignity of the individual. Standards of Behaviour and Conduct

6 Staff are expected to act at all times with due consideration for others and in a manner befitting their position as employees of the Church and as professionals, whatever their job. If required by the post, the Post holder must have an up to date Disclosure and Barring Service (DBS) clearance. The Post holder must act in compliance with data protection principles and GDPR in respecting the privacy of personal information held by Diocesan House and the Diocese. The Post holder must carry out their duties with full regard to the Diocesan Employee Handbook, including Equal Opportunities and Health & Safety. The main duties and responsibilities of your post are outlined in this job description. This list is not exhaustive and is intended to reflect your main tasks and areas of work. Changes may occur over time and you will be expected to agree any reasonable changes to your job description that are commensurate with your salary and in line with the general nature of your post. You will be consulted about any changes to your job description before these are implemented.