CHURCH MISSION SOCIETY

Transcription

1 CHURCH MISSION SOCIETY Post: Responsible to: Team: Grade: Hours: Head of Facilities Facilities / Finance and Corporate Services E Full-time (35 hours per week) Introduction Church Mission Society believes that all of God s people are called to join in God s mission: to bring challenge, change, hope, and freedom to our world. For some this will mean going overseas. For others it will mean going over the road. Whatever the case, we want to set people free to put their call into action. Currently, there are hundreds of Church Mission Society people working in 40+ countries across Africa, Asia, Latin America, the Middle East, Europe and the UK. Church Mission Society was founded in 1799 by William Wilberforce, John Newton and other Christians whose hearts were stirred to put their faith into action. Since then, thanks to the generous and prayerful support of God s people, we have helped support over 10,000 people in mission worldwide. CMS is also committed to equipping the Church in Britain for mission today. We are governed by four values; we want to be pioneering, evangelistic, relational, and faithful. To find out much more about the work of our community please visit: Job Context The post holder is part of a small team responsible for the management and maintenance of a full range of facilities owned by CMS, predominately focussed on CMS House in Oxford. He/she will take specific responsibility at CMS House for front of house services relating to our conference facilities, the reception area and our tenants, working in a culture of hospitality and welcome. CMS is running a restricted external conferencing service due to increased internal usage of rooms and the front of house staffing reflects this. The post holder needs to manage bookings in line with the support resource available. It will be important to strike a balance between customer satisfaction and effective business management, which will often mean dealing with last-minute changes and solving problems as they arise.

2 Purpose of Job The post holder is responsible for the smooth running of CMS House with particular focus on front of house activity. This includes events which invite a number of external and/or internal guests as well as liaison with other CMS teams and tenants. He/she is also responsible for ensuring an effective and efficient reception service for both internal and external users as well as dealing with regular facilities tasks to assist with the smooth running of the building. Key Relationships The post holder will be supported by the Head of Facilities and will liaise with colleagues in the Finance team in relation to invoicing and debt collection. He/she will be responsible for day to day supervision of tasks to be undertaken by the Conferencing & Reception Assistant and will keep their line manager updated on any issues. The post holder will be responsible for liaising with the pool of persons who provide lunch/post and holiday cover at Reception. The post holder will maintain connections with internal and external customers who are responsible for making bookings at the Conference Centre. Key Responsibilities Reception Responsibility for the reception area, e.g. ensuring that it is clean, tidy, warm and welcoming to visitors, ensuring they sign in and directing them as appropriate Oversight of reception rota Answering or fielding phone and in-person enquiries in a prompt, informed, courteous and professional manner Overseeing the issuing of cotags to both staff and visitors Co-ordination of the delivery of incoming mail, the franking of outgoing mail and the sending of items via courier when requested Ensuring there are adequate stocks of cleaning materials and stationery Ensuring sufficient Wi-Fi passes are available to external visitors Responsible for contacting the Fire Brigade in the event of a fire and carrying out the responsibilities of a fire warden. Conferencing Conference Centre Management and Supervision (Internal and External Users) Day to day supervision of the Conferencing & Reception Assistant to coordinate the morning activities for the conference centre e.g. meeting and greeting visitors, room set up (including beverages), car park management, portering tasks and stationery replenishment Maintaining an efficient room booking system for the Conference Centre and other meeting rooms

3 Fielding enquiries and liaising with conference organisers to ensure appropriate conference services and facilities are available for bookings Liaison with the catering management concerning any cafeteria usage by conferencing delegates Creating and sending invoices to conference organisers within the agreed time scale and monitoring debt collection In conjunction with the Head of Facilities, set policy and guidelines Facilities and Other Assist the Head of Facilities with dealing with facilities issues as they arise; Assist with arranging maintenance visits and keeping the CMS House annual maintenance schedule up to date. Assist with health & safety aspects including monitoring Display Screen Equipment online assessments and driving licence checks for drivers. Attending staff and team meetings (when possible) whilst ensuring there is sufficient cover at reception Willingness to respond to occasional out of hours emergency at CMS House. Carrying out other duties as may be required from time to time by the Head of Facilities

4 PERSON SPECIFICATION Qualifications Experience Skills and Abilities Knowledge & Understanding Disposition Other Essential Educated to A Level or above Previous role as a Receptionist /or as a Centre Supervisor Able to effectively organise own workload and help to prioritise others tasks High level of administrative and organisational skills Good team player Excellent interpersonal skills Good communication both over the telephone and face to face Problem solving skills Proficient use of Microsoft Office, Excel & Outlook Knowledge of different databases/systems Self-starter Friendly Welcoming Cheerful Customer focussed Committed to the aims and values of CMS Post is subject to safeguarding checks Able to sometimes vary working hours to accommodate the needs of our conference guests, including occasional evening or Desirable Degree level Previous supervisory experience Familiarity with any room booking or conferencing software Good understanding of the structure and people in CMS Willingness to respond to occasional out of hours emergencies

5 weekend work (on a TOIL basis) within one-hour Conditions, including but not limited to the below: 1. The appointment is subject to satisfactory references, safeguarding checks and a satisfactory medical report (if required) and a probationary period of six months. 2. Salary: The post is within Grade E of the CMS salary scales with a starting salary of 26,675 per annum. Salaries are reviewed annually at the beginning of February. 3. Expenses: Expenses incurred in connection with work in accordance with the regulations in force will be paid. 4. Pension and Life Assurance Scheme: CMS offers a generous noncontributory personal pension scheme. CMS s basic contribution is 10 per cent of the pensionable salary; in addition, CMS will match up to an additional five per cent should an employee contribute to five per cent. If an employee joins the pension scheme, he/she will also be enrolled into the life insurance scheme which provides a death in service benefit of four times the basic pay. Those eligible for pension rights under the Clergy Pensions Measures administered by the Church of England Pensions Board may continue to qualify for those rights. 5. Work Base: This is an Oxford-based post and this will be your centre for the purpose of claiming travelling expenses if appropriate. 6. Holiday Entitlement: Annual leave is 28 days (pro rata), of which up to 3.5 are to be taken between Christmas and New Year, plus statutory bank holidays. 7. Notice: 2 month's written notice on either side is required for the termination of the appointment after the probationary period.