Administrator / Receptionist

JOB DESCRIPTION – RECEPTIONIST / ADMINISTRATOR

Scottish Veterans Residences (SVR) is a Registered Scottish Charity (SC012739) established in 1910 in reaction to the sight of veterans sleeping rough on the streets of Edinburgh. SVR is an organisation which provides high quality, supported accommodation for veterans who are homeless or in need.

We house ex-service men and women of all ages in residences in Edinburgh, Dundee and Glasgow.

1.     Job Details

Job Title

Receptionist / Administrator

Line Manager

Residence Manager

Hours

37.5 hours per week

Salary

£27,885.05

Place of Work

2 Bellrock Close, Cranhill, Glasgow G33 3HU

2.     Job Purpose

As the first point of contact, the post holder will support the provision of administration of supported housing services and provide an efficient and professional service to Scottish Veterans Residences service users, external agencies and staff. They will act as the first point of call to residents and visitors and will monitor all matters concerning the security of the residence.

3.     Main Responsibilities

·          Maintain the appearance and smooth running of the reception and waiting area.

·          Receive visitors to the building and advise the appropriate staff member and direct all incoming calls to the appropriate person or take and pass on accurate messages for members of staff.

·          Carry out a range of administrative tasks including MS Office (including Excel), Finance software for processing Housing Benefit, and manage petty cash.

·          Promote a caring and supporting environment which provides residents with a high standard, meets individual needs and ensures everyone is treated with respect and dignity and rights to privacy, independence and choice are met.

·          Abide by the National Care Standards and Scottish Social Services Council’s Code of Practice in all work undertaken.

4.     Principal Accountabilities

·          Deal with telephone enquiries in a polite and helpful manner and ensure correct information is communicated to the relevant person.

·          Keep all files up to date.

·          Ensure all monies held are secure at all times.

·          Observe the health and safety policy at all times, with a duty of care to yourself, colleagues, residents and visitors.

·          Record all incidents/accidents on the appropriate forms and ensure action is taken.

·          Receiving rent and utilities payments from residents

·          Maintain petty cash, Housing Benefit input and utilities payments on a weekly basis.

·          Report any faults concerning the maintenance of the building to the maintenance officer.

·          Make visitors welcome, request them to sign the visitor’s book, give a Visitor’s pass, assist in their enquiry and if necessary direct them to the appropriate person.

·          Maintain the daily desk diary recording all relevant information.

·          Maintain the daily resident roll and check all those who have not been contactable or seen by 1400hrs.

·          Issue and receive all keys and ensure key security.

·          Ensure petty cash transactions are accurately recorded and be responsible for the safe keeping of the float.

·          Sort mail and distribute to residents.

·          Be fully conversant with the action to be taken in the event of a fire including testing of fire alarms.

·          Help residents with enquiries where necessary.

·          Communicate all messages to residents from relatives.

·          Liaise with Housing Support team effectively to ensure an enhanced service delivery.

·          Assist and carry out administrative duties as directed by the Management.

·          Carry out all other duties as directed by the Management.

5.        Person Specification – Experience, Knowledge and Skills

·        Experience of working in reception or in a front line role

·        Excellent communication skills, both written and oral

·        Strong numeracy and literacy skills

·        Good computer literacy skills, with Microsoft Office 365, Excel spreadsheets and also Finance Software for processing Housing Benefit payments

·        Ability to maintain confidentiality of information

·        Customer focused approach to service delivery

·        Ability to work with minimum supervision and use own initiative

6.     Qualifications

·        SVQ 2 in Administration or its equivalent or be willing to attain this qualification within 18 months of starting with SVR.

7.     Other Relevant Information

·        The post holder has no direct reports.

·        The post holder will be managed by the Residence Manager and will work closely with other members of the team.

Preferred candidates will be required to undergo a Disclosure Scotland, Protection of Vulnerable Groups check prior to a formal offer of employment being confirmed by SVR.