Overview
Provide administrative support right across the Preston Care & Repair team to help ensure that our services run smoothly and efficiently and that our standards of customer service are excellent; support the continuous development and improvement of our administrative processes; and contribute to the overall development of our organisation and business plan.
Responsibilities
* Be the first point of contact for Preston Care & Repair's incoming calls. Provide a professional, polite response to telephone enquiries and direct calls to other colleagues where required.
* Accurately record telephone messages.
* Accurately record client information and enquiries on the appropriate job sheet and process efficiently.
* Maintain professional relationships with our customers and colleagues.
* Support the development and maintenance of office systems which enable staff to manage workloads to maximum efficiency and provide excellent customer service.
* Maintain client records on the database and produce relevant information for statistical reports.
* Monitor and respond to/forwarding on enquiries received through our general enquiries email address (info@)
* Support the Office Manager in the day to day control of the petty cash and record income and expenditure according to financial procedures
* Provide Personal Assistant support to the Chief Executive as required such as managing diary appointments, booking travel arrangements, scheduling regular meetings and taking minutes.
* Support the Chief Executive and wider team to regularly update Preston Care & Repair's website and social media presence.
* General office duties, including filing, photocopying, mailing, maintaining consumable stocks etc…
* Policies & Procedures:
* Report any accidents, i.e. personal injury or damage to a client's property; and report any incident that could have resulted in injury, loss or damage.
* Report any safeguarding concerns as per the Agency's Safeguarding policy.
* Drive the company vehicle(s) safely and responsibly, following policies and procedures set out in the Driver's Manual.
* Adhere to the requirements of the GDPR Act in respect of client confidentiality and disclosure of data, following information governance polies and procedures.
* Adhere to all policies and procedures set out in the Preston Care & Repair Staff Handbook.
* Health & Safety:
* In line with the organisation's Health & Safety Policy you will be expected to:
* Take reasonable care of your own health, safety and welfare and that of other people who may be affected by your actions or omissions.
* Cooperate with the organisation and its employees in order to comply with healthy and safety law; and our internal health and safety policies and procedures.
* Not misuse or interfere with, intentionally or recklessly, anything provided in the interests of safety.
General:
* Demonstrate a personal commitment to the vision and values of the organisation
* Attend training courses and participate as a member of the wider Preston Care & Repair team, including attending team meetings as required.
* Help to promote the services of Preston Care & Repair in the local communities in which we operate.
* Any other duties that are reasonably requested within to scope of the job role.
Skills
Person Specification:
ESSENTIAL
* Skills/knowledge/ abilities
* Experience of dealing with telephone enquiries.
* Ability to secure and record information quickly and concisely.
* Excellent telephone manner.
* Experience of providing administrative assistance in an office environment.
* Excellent IT skills including use of Microsoft Office programmes.
* Ability to plan and prioritise tasks effectively.
* Ability to manage multiple, concurrent tasks and deadlines.
* Ability to manage relationships at all levels and to sustain teamwork approaches.
* Willingness to undertake personal and professional development and/or training.
* Ability to manage own time and work independently and flexibly with minimal supervision.
* Excellent listening and communication skills.
* Caring and compassionate approach to customer service.
DESIRABLE
Skills/knowledge/ abilities
* Experience of taking and writing accurate minutes of meetings.
* Excellent written communication skills.
* Experience of working with older, disabled or vulnerable people.
* Experience of using social media in a work environment.
* Experience of using web-editing software packages, such as Wordpress.
* Ability to collate, analyse and report on performance data
Desirable Personal Qualities
* Caring and Compassionate approach to Customer Service
Desirable Qualifications
GCSE English A*-C (or equivalent)
Level 3 Business (or equivalent)
Job Types: Full-time, Apprenticeship
Pay: £7.55 per hour
Expected hours: 37 per week
Work Location: In person