MAIN PURPOSE OF THE JOB
This is a newly created post funded through the Big Lottery Community Fund.
The Receptionist is the first point of contact for Age Connects Torfaen and plays a vital role in creating a welcoming, professional, and supportive environment for service users, visitors, volunteers, staff, and external partners. The role involves managing the reception area, handling enquiries, providing high-quality customer service, and supporting administrative functions to ensure the smooth day-to-day running of the organisation.
Key Responsibilities:
Reception and Customer Service
* Act as the first point of contact for all visitors, ensuring a warm, friendly, and professional welcome.
* Answer incoming telephone calls promptly and direct enquiries appropriately.
* Respond to general email enquiries or ensure they are passed to the relevant team member.
* Manage room bookings and visitor sign-in procedures.
* Provide basic information about Age Connects Torfaen services and signpost enquiries to the correct staff or service area.
Administrative Support
* Undertake general administrative duties including filing, photocopying, scanning, and data entry.
* Maintain accurate records and update internal systems as required.
* Support staff with administrative tasks such as appointment scheduling and correspondence.
* Assist with preparation of documents, letters, and information packs.
Office and Front-of-House Management
* Ensure the reception area is tidy, safe, and welcoming at all times.
* Monitor office supplies and place orders when required.
* Support the coordination of meetings, training sessions, and events taking place on site.
* Follow lone working, health and safety, and safeguarding procedures.
Communication and Teamworking
* Work closely with colleagues across the organisation to ensure effective communication and service delivery.
* Maintain confidentiality and handle sensitive information appropriately in line with GDPR.
* Represent Age Connects Torfaen positively at all times.
Other Responsibilities
To meet for regular supervision with Line Manager and to attend Staff Meetings
To participate in developing and maintaining good public relationships
To promote a positive image of Age Connects Torfaen to other agencies and the general public.
This is a part time post and will require some flexibility in working patterns. The appointment is on a fixed contract until 2029
Person Specification
Essential Criteria
* Experience of working in a reception, customer service, or administrative role.
* Excellent verbal and written communication skills.
* Friendly, approachable manner with a commitment to high standards of customer care.
* Good organisational skills and ability to manage multiple tasks.
* Basic IT skills, including use of email, word processing, and databases.
* Understanding of confidentiality and data protection.
Desirable Criteria
* Experience of working within a voluntary, community, health, or social care setting.
* Experience of working with older people or vulnerable adults.
* Knowledge of safeguarding principles.
* Welsh language skills (spoken and/or written).