Receptionist/Office Administrator

Introduction

Receptionist/Office Administrator 

To manage reception duties, hospitality and dealing with routine enquiries.

To be the first point of contact for the Diocese from the website, dealing with all queries in a prompt, professional manner. This includes communicating with Archdeacons, Parishes and Diocesan Staff as needed to resolve the query efficiently.

To sort the incoming post.

To co-ordinate the booking of the conference room and meeting rooms, including bookings by outside users. To ensure that the meeting room is set up correctly, including IT equipment. 

To keep the office stationery supplies and to agree, where appropriate, expenditures from the stationery budget.

Keeping an up-to-date record of staff contact numbers and vehicle information for the office database. This includes the completion of CMS data protection forms, especially with staff leaving and starting. 

Ordering and deactivating staff access passes via Vivid. 

To provide labels for the diocesan newspaper for distribution every quarter.

To provide general secretarial services as needed.

To provide general office administration such as filing, photocopying, information collection and distribution, etc.

To regularly sort and scan archive documents held on file.

To undertake any other task as requested by the Diocesan Secretary and provide support to the line manager.

To provide support as needed for staff sickness or holidays, including taking minutes. 

IT Management: ensuring we have adequate equipment available for existing and new staff, managing the equipment audit, and being the first point of contact for any IT issues. 

Management of franking machine and office printers, including dealing with faults, software updates and adding funds.

GPDR compliance - ensuring all staff have completed the adequate training and updating necessary training documents. 

To undertake the duties and responsibilities of office Fire Marshall. 

To update and manage the diocesan contact database system for laity. To provide all new users on the database with a login and password. To inform the Finance Team of any changes to the Parish Treasurers and update the CCLA spreadsheet. 

Keep the post room and kitchen tidy and presentable.