Client Services Administrator (Reception)

OVERVIEW OF THE ROLE

This is an exciting opportunity to join the Client Services Team which operates within Helen Bamber Foundation s vibrant, multi-disciplinary team. The duties of a Client Services Administrator are two-fold 1) is to host our busy reception area and friendly waiting room; welcome clients and visiting professionals to the Helen Bamber Foundation and attend to any needs they might have and 2) to assist with overseeing the booking of appointments between clients and staff/volunteers across the organisation; liaising with third parties and clinicians in relation to Initial Assessments; booking and managing doctor s diaries for our Medical Advisory Services and the booking of interpreters across the organisation.

The role will work closely with the Office Manager and Appointments Lead as part of the Client Services Team. It includes support and cover to the Appointments Lead and any other operations tasks set by the Office Manager and Director of People. You will be at the heart of an exciting team of experts, working as the face of Helen Bamber Foundation and the first point of contact for both external and internal queries.

MAIN DUTIES AND RESPONSIBILITIES

RECEPTION FUNCTION

Greet clients and visitors and fielding a wide range of queries (in-person, on the telephone, via e-mail and WhatsApp) in a timely manner;

Ensure all site visitors and staff sign in/out using our Visitor Management System

Handle the charity s post ensuring that the appropriate persons receive it daily

Deal with Walk ins in line with the charity s policy

Triage queries that come to reception internally to the multidisciplinary team;

Provide accurate and detailed signposting advice as well as occasional casework for clients that might arise from fielding queries;

Create and maintain signposting resources as needed

Open and close reception at the specified times (typically 8.30am and 5pm);

Order office supplies, refreshments and any other purchases authorise as necessary.

Handle and accounting for petty cash, including client travel and staff/volunteer expenses;

Record petty cash transactions on the appropriate spreadsheet and inline with internal policies

Report discrepancies with Finance and investigating this in line with internal guidelines

Lead, training, and supervising reception volunteers as well as providing ad hoc training to other members of the team as needed

Provide administrative support and ongoing tasks as required, including database management, calendar and diary management and file-keeping

Assist with monitoring and evaluation (client surveys, Key Performance Indicators (KPIs) etc.)

Undertake any task that may be requested from time to time that may be consistent with the nature and scope of this post

SELECTION PROCESS

We will invite candidates to an initial 15-minute online screening meeting week on Friday 27th February followed by shortlisted candidates attending in-person interview on Tuesday 10th March or Wednesday 11th March. We will also ask you to complete a short exercise on the day.

At Helen Bamber Foundation Group we want to be transparent about what kind of qualities we are looking for and build trust from the very beginning of your journey with us. The first step is your interview, and we mean your interview so we will provide you with your interview questions ahead of the interview. This will allow you time to prepare, and ensure you have your best examples in mind.

We offer a guaranteed initial interview for refugees, stateless people and others with lived experience of forced migration, provided that they provide some evidence of relevant experience or skills in relation to the essential criteria.

ELIGIBILITY

Please note that the successful candidate must have the right to work in the UK (as a small charity we do not have the capacity to sponsor work visas).

Successful candidates will also be subject to a standard DBS check. If appointed, you will also be required to give your consent to the charity to receive regular updates on your criminal records status throughout your employment and to disclose any relevant convictions incurred during your time with us.

ADJUSTMENTS

We are committed to providing reasonable adjustments throughout our recruitment process and we ll always endeavour to be as accommodating as possible. If you require a different format of the application form, such as large print or Word format, or if you would like to discuss any specific requirements, please get in touch with us.