Job Context Purpose of Post: To provide efficient and effective administrative support to and carry out reception duties effectively within NPW.

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1 Job Description Job Title: Receptionist/Administrative Assistant Division/Section: Business Support Department: School Management Support Job Number: Grade: Scale 3 Date last updated: EQUALITY AND DIVERSITY We are committed to safeguarding and promoting the welfare of children and young people and expect all staff to share this commitment. We are committed to and champion equality and diversity in all aspects of employment with Newham Partnership Working. All employees are expected to understand and promote equality and diversity in the course of their work. Overall Purpose of Job To provide business support to NPW. Job Context Purpose of Post: To provide efficient and effective administrative support to and carry out reception duties effectively within NPW. Key Tasks and Accountabilities Key tasks and accountabilities are intended to be a guide to the range and level of work expected of the post holder. This is not an exhaustive list of all tasks that may fall to the post holder and employees will be expected to carry out such other reasonable duties which may be required from time to time. To provide day to day reception cover in conjunction with the Business Support Officer. Ensure all visitors are greeted in a prompt, professional and welcoming manner dealing sensitively with a wide range of issues. Being able to deal with any conflict effectively and with minimum fuss. Ensuring the appropriate people are informed of any conflict which may arise.

2 To provide assistance when required to staff and visitors attending meetings, this may include taking them to and from the meeting place, or organising refreshments etc. To deal with enquiries, either face-to-face or by telephone, from staff and other stakeholders. Ensure security measures are adhered to by operating the various control mechanisms in place. This includes responsibility of ensuring ID is checked for all visitors, passing on any ID paperwork. Any concerns must be reported to the Line Manager. Ensure reception is covered at all times, making arrangements for absent staff, during lunchtime, for late cover and weekends. To act as first point of call from tutors when they require assistance in their training rooms calling for Business Support or senior members of staff as and when required. Ensuring the diary for visitors is correct prompting all staff to use it, also before leaving ensuring that other members of the reception team are aware of any late visitors, messages etc. To undertake a range of administrative duties including word processing, writing and dealing with routine correspondence, photocopying, filing, collation and distribution of documents, processing of correspondence and general clerical duties. Ensure all internal and external mail (including fax and parcel deliveries) are distributed or posted on time, prompting staff if required. Logging outgoing post using the franking machine when required and determining correct postage costs also making sure post is delivered on time. In conjunction with the Business Support Officer, liaise with Royal Mail to arrange delivery of mail during holidays. To answer all telephone calls in a courteous and timely way, including redirecting calls efficiently and passing on messages appropriately. This includes operating the NPW switchboard. To act as first point of call for any medical emergencies liaising with welfare, emergency services and site staff.

3 In the event of an emergency evacuation, you must ensure all visitors to reception have cleared the building and are accounted for. To be familiar with appropriate office software and have pro-active involvement with the use of ICT. To keep up to date with professional developments and to participate in appropriate training. Liaising with the Business Support Officer to ensure awareness of all aspects of reception duties including any training that may be required Any other duties as required by the Business Support Officer, in line with the grading of the post.

4 Person Specification Job Title: Receptionist/Administrative Assistant Division/Section: Business Support Grade: Scale 3 Department: School Management Support Job Number: Date last updated: IMPORTANT INFORMATION FOR APPLICANTS The criteria listed in this Person Specification are all essential to the job. Where the Method of Assessment is stated to be the Application Form, your application needs to demonstrate clearly and concisely how you meet each of the criteria, even if other methods of assessment are also shown. If you do not address these criteria fully, or if we do not consider that you meet them, you will not be shortlisted. Please give specific examples wherever possible. CRITERIA METHOD OF ASSESSMENT EQUALITY AND DIVERSITY We are committed to and champion equality and diversity in all aspects of employment with the London Borough of Newham. All employees are expected to understand and promote our Equality and Diversity Policy in the course of their work. KNOWLEDGE: The ability to undertake a wide range of administrative tasks using set procedures e.g. filing, collating figures. Application Form/ Interview/Test QUALIFICATIONS: A good standard of literacy, numeracy and IT skills. Application Form/ Interview/Certificate/Test

5 EXPERIENCE: Experience is essential in all routine clerical tasks and responsibilities, sufficient to enable the post holder to undertake work with minimal supervision. A flexible approach to work is essential and the ability to work in a stressful and demanding situation for short periods is desirable. Application Form SKILLS AND ABILITIES: Ability to undertake routine clerical tasks. Application Form/ Interview/ Test Good level IT skills. Good level of literacy and numeracy. PERSONAL STYLE AND BEHAVIOUR: Ability to communicate effectively with staff, professionals and other visitors with a good standard of interpersonal skills and confidence. Application Form/ Interview/ Test