Job Opportunity

Receptionist

Job Description

We are looking for a passionate and enthusiastic team member, to act as a central reception point for staff, tenants and visitors to the Elsie Whiteley Innovation Centre and Hanson Lane Enterprise Centre.

Hours: 35 hpw & 20 hpw
Contract Type: Part-time/Permanent/fixed term for 6 months
Location: Elsie Whiteley Innovation Centre, Hopwood Lane, Halifax & Hanson Lane Enterprise Centre, Hanson Lane, Halifax
Delivery Area: HOT
Deadline: 9th May 2025 at 5pm
Salary: Salary for 35 hpw - £24,636.15 per annum (actual pro-rata £22,993.74 per annum) & Salary for 20 hpw - £24,363.15 per annum (actual pro-rata £13,139.28 per annum)

We are looking for someone with:

GCSE or equivalent standard in Maths and English at Grade C/4 or above
Experience of using computerised information systems, including MS Office
The ability to work as a member of a team in a multi-cultural environment
A non-judgemental, respectful, patient and sensitive approach to all visitors
The ability to communicate clearly, both on the phone and face to face

About the Role

You will carry out reception duties including welcoming visitors, answering telephone enquiries and performing general administration work for the Operations Manager and other Trust staff.

Application Information and How to Apply

Job Description

Reports to:

Receptionist Supervisor

Job Overview:

To provide an efficient, flexible and responsive reception, administrative and clerical service to the Centre.

Responsibility and Duties:

To welcome all visitors to the Centre, and to deal with those visitors in a sensitive, respectful and appropriate manner ensuring safeguarding and security procedures are followed
To act as a reception, point for telephone and in person callers, messages and dealing efficiently and courteously with all enquiries
To operate the visitor recording system for fire safety
To operate the visitor recording system and effectively manage appointment systems for staff and multi-agencies using the service
Delegated supervisory responsibility of students and volunteers on placement
To maintain accurate records for conference bookings and invoicing
To ensure that all areas including reception are tidy, clean, safe and welcoming
To process incoming and outgoing mail and to distribute as required
To undertake administrative duties connected to meetings
To work with the Receptionist Supervisor in implementing and maintaining the office and data administrative systems, ensuring efficient systems that are accessible to all staff
Delegated responsibility for the monitoring of the Centre’s stationery, preparing purchase orders for new stationery, resources and equipment
To provide administrative support to the Centre, this will include, but is not limited to, word processing, data inputting and producing publicity material, creating and maintaining databases and photocopying.
To take payment of fees completing receipts and recording accurately when required
Delegated authority in administrating petty cash, ensuring monies are adequately receipted and to ensure that the level of petty cash held is correctly controlled
Maintain relationships within and across the organisation
Maintain collaborative partnerships outside the organisation that support Halifax Opportunities Trust brands, images and values
To ensure the upkeep of the Centre and where appropriate center’s information notice boards, displays and the replacement of information leaflets
Delegated responsibility for building and contents security
Designated key holder responsibilities
Access to confidential data and information
Maintaining records of work
Support with the up keep of asset registers

General Responsibilities

Take responsibility for own personal and professional development, in line with agreed annual performance objectives
Adopt a creative and innovative approach towards practice by being open to opportunities for improvements
Attend and complete actions from regular Supervision sessions with line manager
Attend regular staff meetings, training days and other training as required
Work flexibly to meet the needs of the Service, including, evenings and weekends
Maintain up to date knowledge regarding legislation
All staff must comply with Halifax Opportunities Trust policies and procedures including Health & Safety, Safeguarding, Equal Opportunities, Confidentiality and Data Protection
To undertake any other tasks and duties that may be reasonably requested by management

Person Specification

Experience and Knowledge:

Essential:

Experience of working in an office/reception environment
Experience of direct face-to-face contact with members of the public
Experience of dealing with enquiries and requests for information
Experience in the use of Microsoft Word, Excel, publishing and e-mail

Desirable:

Experience of managing a Database

Education and Qualifications:

Essential:

GCSE level standard of education or equivalent level C or above in Maths and English
Keyboard Skills

Desirable:

CLAIT 2 or IBT2
Typing qualification (RSA/OCR)

Abilities and Skills

Essential:

Good organisational skills
Good literacy and numeracy skills
Good communication and interpersonal skills
Ability to maintain strict confidentiality where necessary
Ability to produce accurate work whilst working to tight deadlines

Desirable:

Ability to speak a second language that reflects the needs of the local communities, i.e. Urdu/Punjabi/Czech/Slovak/Polish

Traits and Characteristics:

Essential:

A caring and pleasant approach to work and people
A positive approach to difficult situations and challenges
Ability to work both on own initiative and cooperatively as part of a team
Ability to work in a non- discriminatory, sensitive and respectful way
Patience and consistency in working with children and adults
Ability to work flexible hours, which may include occasional weekends and evenings
Fit to carry out all tasks associated with the post

Desirable:

Ability to drive and have use of a car with business insurance

Circumstances:

Essential:

Desirable:

How to Apply

Closing date for applications is 9^th May 2025 at 5pm

For an informal discussion regarding the above post please contact Joyce Seymour on 01422 763801 or Allah Ditta on 01422 399400

To apply, please view the job description and personal specification and complete the online application form

Privacy Notice

Halifax Opportunities Trust is registered with the Information Commissioners Office (ICO) under the provisions of the Data Protection Act 2018. Halifax Opportunities Trust takes its responsibilities under the Act very seriously.

The information provided by you is collected for the purposes of processing your application for employment against the Job Description and Person Specification. Application forms are used to determine who to interview for the advertised position by way of shortlisting.

If you are successful in your application and are subsequently offered a position with Halifax Opportunities Trust, the data collected will be used to carry out pre-employment checks and ensure your suitability for the position. The data will then be transferred onto your personnel file.

You may withdraw consent at any time to recruitment@regen.org.uk. In addition you have the right to see what information is held about you, to have inaccurate information corrected, to have information removed from our system unless we are required by law or a statutory purpose to keep it and the right to complain to the Data Protection Officer if you feel that the data has not been handled in accordance with the law. Halifax Opportunities Trust Data Protection officer is Malgorzata Ciewiertnia and can be contacted at Privacy@regen.org.uk .

Application forms will be kept for a period of six months for unsuccessful candidates. For successful applicants, the information will be transferred to your personnel file and will be kept for a maximum of the individual’s employment with us plus seven years or as per recommended guidelines for jobs working with children and vulnerable groups, term of employment plus 25 years or until such a time as the data is reviewed.

What makes HOT a

great place to work?

We’re a Real Living Wage employer because we recognise the benefits of paying a decent wage to all our staff.

We are a Mindful Employer which means we take our employees’ wellbeing very seriously and find ways to promote good mental health within the organisation. We offer a dedicated, confidential phone-line support service (Mindful Employer Plus) through which staff can access practical advice and support 24 hours a day 365 days a year.

We are a Disability Confident committed employer.

The Trust offers a NEST auto-enrolment pension to all qualifying staff.

How we create opportunities

Pay

Perks

progression

People Powered

Purpose Driven

It's people who makes us great

As a charity, our day-to-day is underpinned by doing good. This doesn’t only apply to the 1,700 people we reach each day, it also applies to the 180 people who work at Halifax Opportunities Trust. We like to recognise the good things our employees do, which is why we celebrate when people go above and beyond to bring our values to life, with acknowledgement awards. Furthermore, we’re driven by the following three principles:

Our Values

In our daily endeavours to achieve our goals, we are guided by our values. They reflect our culture, the way we want things to be and our expectations of the people we work with.