Receptionist - Modern Apprenticeship - 17945

Contract: Fixed Term - 12 months
Salary: £18,018 per annum
Employer: Age Scotland
Closing Date: Saturday 13 August 

You will act as the first point of contact, meeting and greeting a variety of staff and visitors both in person and over the telephone in a highly professional manner, providing excellent customer service at all times. You will work towards SVQ Level 2 in Business and Administration.

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Employer:       
 
Age Scotland is the national charity for older people, working to improve the lives of everyone over the age of 50. Our mission is to inspire, involve, and empower older people in Scotland, and influence others, so that everyone can make the most of later life. Age Scotland welcomes applications from candidates who meet the eligibility criteria for EERI funding to support young adults into the workplace.
 
Environment:
 
Based in our Head Office at Causewayside House, working 35 hours per week.
 
What might a day in this role look like?

• Welcome visitors to the office professionally and courteously, ensuring that they meet with the appropriate member of staff and adhere to the Charity’s Health & Safety procedures
• Pre-register any visitors on Sign in App
• Responsible for manning the busy switchboard, taking and redirecting phone calls to the correct recipient, passing on messages as required
• Organise and maintain the reception area of the office
• Process incoming and outgoing mail, following internal procedures
• Record any incoming money received
• Monitor and handle email enquiries received via the website
• Monitor and handle emails received via the team email address
• Monitor and handle volunteering enquiries received via the Volunteering mailbox
• Daily management of the meeting room calendars, providing assistance in room set up, refreshments and sourcing any additional required materials
• Receive and handle deliveries to the office
• Regular stock taking of stationery and other office consumables, ordering stock as required to ensure necessary materials are available at all times
• Process requests for Body Boosting Bingo packs in a timely manner, updating the database as appropriate
• Provide support with processing of publication orders, ensuring orders are fulfilled accurately and reach the recipients in a timely manner, and updating our database when orders are complete
• Manage the allocation of company parking spaces
• Manage the allocation of Zoom licences to staff
• Prepare general waste and recycling to be collected weekly
• Provide occasional administrative support to other areas of the organisation, including mailing support.
• Maintain health and safety and security standards throughout the reception area
• Maintain an up-to-date organisation chart
• Maintain and update internal databases as required
• Fire Warden duties
• Support the Resources Support Team with general admin tasks.
• Any other duties as advised by the Resources Support Team Leader.

 
What will I learn?

• SVQ Level 2 in Business and Administration
• Industry related training
• Soft skills (e.g. communication, teamwork, problem solving, etc).

 
What qualifications/skills are required?

• Experience in a customer facing role dealing with a wide range of people
• Excellent working knowledge of Microsoft Office (Word, Excel, Outlook) and the internet
• Ability to work well under pressure
• Good organisation and planning skills
• Ability to prioritise own workload
• Ability to interact sympathetically and efficiently with a wide range of people
• Ability to build good relationships with internal and external contacts
• A flexible and adaptable approach when dealing with ad hoc duties as set out by the Resources Support Team Leader
• Flexibility, integrity and an understanding of confidentiality
• Adaptable with the ability to react to urgent matters as they arise
• Commitment to equal opportunities.

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