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Administrator/Receptionist
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We are looking for a highly motivated and efficient Administrator/Receptionist to join our friendly staff team at our head office in Leatherhead.
Job Summary
Job title: Administrator/Receptionist
Location: 23 The Crescent, Leatherhead KT22 8DY
Hours: 30 hours per week 9am to 3pm Monday to Friday
Salary: £18,720 per annum
Holidays: 25 days a year plus bank holidays
This post is subject to an enhanced Disclosure and Barring Service check, and the successful completion of a probationary period.
We are scheduling interviews as people apply.
Job Overview
The Administrator/Receptionist is a client facing role and will often be the first point of contact a person has with our organisation over the phone, in person or by email. The Administrator/Receptionist will be booking clients on course, processing new referrals and dealing with a variety of enquiries and general administration tasks.
Key Responsibilities
Administration:
- To book clients onto activities and courses, and liaise with tutors
- To process new referrals and ensure these are dealt with within the time required
- To assist with completing quarterly monitoring reports
- To update admin documents
- To assist with our monthly newsletter
- To provide general administrative support to members of staff, which will include photocopying, printing and using our database and administrative systems, ensuring that confidentiality is maintained at all times
Reception:
- To provide a first point of contact for all incoming calls, ensuring they are answered in a timely and professional manner
- To deal with enquiries if able to, or take comprehensive messages and pass on the messages appropriately
- To ensure that all emails received into our info@ email address are dealt with promptly and appropriately, or forwarded to the correct member of staff
- To greet visitors into a friendly, professional environment
- To oversee online room bookings and calendars
- To ensure the ground floor rooms of our head office are tidy and well presented
- To order supplies when needed
- To carry out allocated health and safety checks for the building
- To sort and distribute post
This is not an exhaustive list of the duties that may need to be undertaken. It may be necessary to undertake other duties in order to fulfil the objectives of the charity.
Skills, Knowledge, Experience and Qualifications Required
Essential:
- Have a minimum of 5 GCSE’s, including English and Maths being grade 5 or above
- Proven experience of working in a customer facing role and administration role
- Highly developed communication skills (oral and written) including a professional telephone manner
- Helpful, calm, caring, professional and positive attitude
- Ability to work on own initiative as well as part of the team
- Excellent organisational skills and attention to detail
- Have a ‘can-do’ attitude
- Flexible attitude to work and willingness to support colleagues
- Ability to prioritise work effectively
- Understand confidentiality, consent, and GDPR
- Have good work ethic
- Proficient in Microsoft Word, use of email, Outlook and Excel
Desirable:
- Experience of working within the health & social care sector (preferably with mental health)
About Us
Background
Mary Frances Trust (MFT) is a mental health and emotional wellbeing charity, supporting Surrey residents since 1994 in Banstead, Elmbridge, Epsom & Ewell and Mole Valley.
We offer a variety of face-to-face and online services, available to adults (aged 16+) living in Surrey who would like to restore and/or maintain their mental and emotional wellbeing (no diagnosis needed).
Our services are free of charge, with no waiting list and no time limit (you can use us for as long as you need and register again at any point).
To see all of our services, please visit the How We Help section of our website.
Our Vision
We believe anyone experiencing any kind of mental or emotional health issues should feel unafraid to ask for help, receive appropriate support for as long as they need, and be inspired to develop the skills that will help them to restore and maintain their own wellbeing, and lead a fulfilling life.
Our Mission
Our mission is to:
- Work alongside people experiencing any kind of emotional or mental health issues for as long as they need, and inspire them to develop the skills that will help them to restore and maintain their emotional wellbeing
- Involve people with lived experience of mental health issues at every level of the organisation so together we can design, deliver, monitor and review our services and ensure they respond to their changing needs
- Consistently challenge stigma attached to mental illness and raise awareness of the importance of looking after your mental wellbeing
- Lead and co-ordinate the development and delivery of first-class, voluntary mental health services in Surrey
- Maintain sufficient funding streams to be able to provide person-centred services to people experiencing any kind of emotional or mental health issues.
Safer Recruitment
We are committed to following Safer Recruitment practices to ensure the safeguarding of the whole community we serve, from members of the public and clients using our services, to our staff, volunteers, partners and external facilitators. All successful candidates will be required to undertake enhanced Disclosure and Barring Service (DBS) checks as well as reference checks before being officially offered the post. Please note that a criminal record is not an automatic exclusion and will be judged on a case-by-case basis.
New staff members will be subject to a six-month probationary period and all staff members will receive regular Safeguarding training throughout the duration of their employment.
Equality, Diversity and Inclusion
We believe in a fair, equal, diverse and inclusive society. As an organisation, we believe we are stronger and richer when we bring together different experiences and perspectives to better serve our clients and local community. We are committed to creating a workforce that is diverse, inclusive of all, representative of the community we serve, promotes positivity, and instils a can-do attitude in everyone, no matter their background or characteristics at every level of our organisation from our staff and volunteers, all the way to our Trustees and Patrons. We strongly encourage applications from members of every community and actively seek to hire people with lived experience of mental health issues.
How to apply
To apply for this role, please fill in our Online Application Form (button below) where you’ll be able to upload your CV and covering letter (in which you’ll explain how you feel your experience is suitable for the role). Thank you!
If you are encountering any difficulties applying for the position, please email Emma our Administration and Communications Assistant, at: emmal@maryfrancestrust.org.uk.
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