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Job Information Pack

Receptionist

TAFF/430

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Advert We are looking to recruit a Receptionist to work at our supported housing scheme for young women. You will be the first point of contact for residents and visitors. You will be expected to:

Control and monitor entry and exit into the Project

Provide a telephone service

Provide administrative support to the Project You will have excellent communication skills and be an experienced user of computer systems and Microsoft packages. Your ability to work in an organised manner within a busy team is a must. If you have previous experience of working in a similar role then we welcome your application. Basic knowledge and understanding of the issues facing homeless young women would be an advantage but not essential.

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About Taff

Our Head Office is located in Canton, Cardiff, within easy reach of our Tenants. As an ‘anchor’ organisation, Taff has always tried to create inclusive communities, building on people’s strengths and abilities. We are here to support and encourage innovative and creative solutions driven by our people – customers and staff.

We continue to develop new Social Housing, and invest in our existing stock. But we also work with individuals and communities to develop their resilience, aspirations and ambitions.

Taff is about nurturing ‘whole places’, which are kind, inclusive, energetic and creative.

We have committed to ‘Build Foundations for Better Futures’ in our plan which takes us to 2022. Our ambitions are to: • BUILD A REPUTATION FOR DELIVERING GREAT SERVICE & INNOVATION – we want our customers to value our services, and think of new, more efficient ways to work with them •BUILD HOMES & COMMUNITIES – we will build at least 50 homes each year, and promote safe, cohesive communities • BUILD RESILIENCE AND ASPIRATIONS – we will work with people to find their strengths, and help them achieve what’s important to them. We will give them tools to cope independently • BUILD A GREAT PLACE TO WORK - we want people to feel part of Taff, and to take leadership roles wherever they are in the organisation • BUILD FOUNDATIONS FOR BUSINESS SUCCESS – if we want to be innovative and use technology to help us grow, we need to ensure all our systems work well – financial, IT, document management etc. • BUILD COMMERCIAL CAPACITY – healthy surpluses allow us to build homes and to try out new ventures; research and development will underpin all new business ideas We recognise that our success depends on the quality, skills and commitment of the people who work for us. We are committed to equality and embrace diversity, and welcome applications from all.

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The Job - Receptionist Responsible to: Project Manager Purpose of the post: To provide the Project Manager and the team with a reception service and administrative support. Contribute to the effective running of the Project.

Main Functions:

To provide a reception service at the Project. To provide the Project Manager and staff with administrative support. To support residents in dealing with queries and administrative tasks in relation to support

needs. To ensure an adequate supply of stock is maintained at the project and to keep accurate

records relating to this. To undertake routine health and Safety checks throughout the building as directed by the

Project Manager

Key duties:

To provide a reception service, controlling and monitoring access to the premises for residents and their visitors.

To address or attend to any breaches of security in an appropriate manner according to Taff Housing procedures.

To provide a telephone service connecting callers directly to the relevant individual where appropriate.

To ensure messages are recorded accurately and passed on in an efficient manner. To help and advise residents in dealing with queries, completion of forms and other

administrative tasks, in relation to support needs. To undertake necessary administrative tasks, including typing minutes and letters

using Word, database administration on Excel and Access as directed by the Project Manager.

To maintain adequate supplies and records relating to purchase orders for the Project. To arrange and attend team meetings, issues meetings and training as required. To report all incidents involving the building or residents according to Taff Housing

Association’s procedures. To work within Association’s policies and procedures at all times. To develop and sustain positive working relationships with the managers, colleagues

in the team, and across the Association, and to keep them up-to-date on information relating to the day-to-day running of the Projects.

To undertake any other duties as may be required.

*This job description is indicative of the range of current duties and responsibilities for the post. It is not comprehensive. This post is expected to develop overtime with the skills and knowledge of the post holder and it is essential therefore, that it is regarded with a degree of flexibility, so that changing needs and circumstances can be met. All changes will be discussed with the post holder.

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The Person – Knowledge/Skills/Experience Education

Essential: GCSE in Maths and English or equivalent. Extensive experience of using Microsoft Word, Outlook and database systems such as

Excel and Access. Desirable: Completion of an office skills training course.

Experience Essential: Office experience, including filing, record keeping and office administration systems. Experience of working with the public and/or customer services. Experience of dealing with confidential and sensitive matters. Experience of dealing with queries from internal and external sources. Experience of providing administration support e.g. minute taking, writing letters,

photocopying etc. Experience of recording information accurately onto database. Desirable: Experience of working with young people.

Knowledge Skills and Aptitude Essential: The ability to deal with multiple tasks. The ability to establish and maintain administrative systems. Both manual and computer

based. Good interpersonal skills and a commitment to customer care. Good numeracy and written skills, with the ability to write clear correspondence. Excellent telephone manner/verbal skills. The ability to remain calm, polite and work effectively under pressure. Desirable: Ability to communicate in Welsh.

The Person – Characteristics Personal Qualities

Essential: A commitment to the Association’s values. A flexible and adaptable approach to duties. The ability to work alone and as part of a team.

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Diversity Essential: To encourage individuals to value diversity and challenge behaviour which undermines the

ethos of equality. Demonstrate and respond to the diverse requirements and needs of individuals.

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Conditions of Service Salary: £10,863- £11,534 per annum

Contract Type Permanent

Working Week 22 hours a week - Monday, Wednesday & Friday (4th day can be decided by successful applicant) 10:00am to 4:00pm Flexible working in accordance with our Work life Balance Policy

Location Your normal place of work will be at our Supported Housing Scheme in Cardiff.

Criminal Records Enhanced Disclosure and Barring Service (DBS) Check will be necessary for the successful applicant, and appointment will not be confirmed before a satisfactory disclosure is received.

References:

Two satisfactory professional references covering the last 3 years; including one from your current employer. (Family members cannot provide references)

Probationary Period: 6 months

For further information about this role contact the People Services Team on 02920 259 173 Closing Date: Monday 4th November 2019 at 9.30am

Interviews Friday 8th November 2019

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