Front of Office Administrator

**Description**:
To be the first point of contact for all visitors and callers, providing a welcoming and professional experience. The Front of Office Administrator is responsible for managing the front reception area, handling administrative tasks, directing inquiries, and ensuring the smooth operation of reception services. This role also involves specific responsibilities related to donation processing, diary management, and maintaining a well-organized and presentable reception environment.

**Responsibilities**:
**Front Desk Management**:

- Greet and welcome all visitors in a professional and courteous manner.
- Determine the purpose of their visit and direct them to the appropriate person or department.
- Manage the visitor sign-in and sign-out process, ensuring security protocols are followed.
- Answer and direct incoming telephone calls promptly and efficiently, taking accurate messages when necessary.
- Manage the reception area, ensuring it is tidy, presentable, and reflects a positive image of the organization.

**Administrative Support**:

- Provide general administrative and clerical support.
- Prepare correspondence, memos, and other documents as required.
- Order and maintain adequate levels of office stationery and supplies.
- Arrange and track courier services for the organisation.

**Parcel Management**:

- Receive, log, and distribute incoming parcels and deliveries.
- Notify recipients of parcel arrivals.
- Prepare outgoing parcels for collection by couriers.

**Query Referral**:

- Listen attentively to inquiries and provide accurate information where possible.
- Identify the appropriate person or department to handle specific queries and direct the enquirer accordingly.
- Follow up on referred queries to ensure they are addressed.

**Donation Process Management**:

- Receive and acknowledge donations according to established procedures.
- Maintain accurate records of donations, ensuring confidentiality and compliance.
- Prepare donation acknowledgements and receipts.
- Assist with any administrative tasks related to fundraising or donor relations as required.

**Diary Management**:

- Manage and coordinate appointments and meetings for designated individuals or departments.
- Maintain electronic and/or paper-based diaries, ensuring accuracy and avoiding conflicts.
- Send out meeting reminders as necessary.

**Refreshments**:

- Organise and manage the provision of refreshments for meetings and visitors as required.
- Ensure kitchen/refreshment areas are clean and well-stocked.

**Meeting Room Management**:

- Manage the booking and scheduling of meeting rooms.
- Ensure meeting rooms are set up appropriately with necessary equipment and supplies.
- Coordinate any catering or technical requirements for meetings.
- Ensure meeting rooms are clean and tidy after use.

**Health and Safety**:

- Participate in safety forums and attend relevant training/programmes
- Report all safety incidents to the relevant people
- Comply with safety policies and procedures
- Wear protective clothing (where applicable) at all times

**Requirements**:
**Qualification and Experience**
- Proven experience as a Receptionist/Administrator or in a similar customer-facing role.
- Excellent communication skills, both verbal and written, with a professional and friendly telephone manner.
- Strong organisational and time management skills, with the ability to prioritise tasks and manage workload effectively.
- Attention to detail and a high level of accuracy in all tasks.
- Ability to handle sensitive and confidential information with discretion.
- A proactive and can-do attitude with a willingness to assist others.
- Ability to work independently and as part of a team.Professional appearance and demeanour.

**Knowledge, Skills and Attributes**
- Friendly, approachable, and customer-focused.
- Polite and courteous.
- Reliable and punctual.
- Ability to remain calm and professional under pressure.
- Problem-solving skills.
- A strong sense of responsibility.

**SOILL VALUES**
- ** Ownership**

Accountability and Responsibility
- ** Respect**

We treat other’s how we want to be treated
- ** Strengths-Focused**

Together we achieve more
- ** Excellence**

Creating a high performance culture
- ** Transparency**

Open and Effective communication
- ** Integrity**

We walk our talk- Thank you for considering this opportunity. We look forward to welcoming a new member to our team and working together to achieve our goals._