Exciting opportunity: Office and Reception Manager
Exciting opportunity: Office and Reception Manager If you are a gifted and experienced administrator with a heart for justice and a passion for excellence then you could be just the person we need to join our dynamic team. We’re looking for the right person for this pivotal role who will support and enable the team as we work towards ending destitution amongst those seeking refuge in the UK. You’ll be an administrator and office manager, but also on the frontline, offering a competent, warm and sensitive reception service. It’s not just a job. If you feel you have the heart and skills for this role, and supporting some of the most vulnerable people in our society, please read on. We hope this application pack will help you understand the role of Office and Reception Manager, and decide whether this is a role you’d like to apply for. If you have any unanswered questions please do contact Sarah Beaney, Community Engagement Manager on 0161 202 1056 or [email protected] In this pack: Understanding who we are and what it’s like to work at Boaz What the role involves and the person we’re looking for How to apply and when you’ll know if you’ve been successful Who are we? The Boaz Trust is a Manchester based Christian charity working with destitute asylum seekers and refugees. Our vision is ‘life in all its fullness’ for those seeking sanctuary in the UK. Boaz provides accommodation, food, and practical and pastoral care for destitute asylum seekers. This enables them to rebuild their lives and work towards a resolution of the situation that made them homeless. At peak times Boaz accommodates over 70 individuals through our winter night shelter (men only), shared housing and our hosting scheme. What’s it like to work with us? We’re a fairly small staff team (10 people, some part-time) working out of an office in Mustard Tree’s building in Ancoats. While we may be small in numbers (and space; we’re open plan and quite cosy) we share a big passion for our work. Boaz was formed as an outworking of 1 Dave Smith’s Christian faith and the desire to serve others, particularly the vulnerable. The team’s strength and motivation is very much drawn from our shared faith, and this faith underpins all that we do. Whilst we work with a totally diverse range of people, of all faiths and none, and do not evangelise, our sense of Christian identity is certainly key to how we tick. It can be tough to work at Boaz, as we often see people at their lowest and dealing with very difficult situations, but we keep focused on the positive. It’s hard but definitely rewarding work. Hearing a client say ‘Boaz has helped me in so many ways. They have helped me put my life together’ is certainly motivating, and reminds us why we do what we do. We enjoy a good laugh and it’s a very social atmosphere. One of our values is servant-heartedness, and this applies to each other as much as our clients. We all muck in if the pressure’s on and everyone shares in the things that keep the office ticking over, like washing up each day. The daily times of combined team meeting, sharing and prayer are key to helping the team function and thrive. Our clients often refer to Boaz as family, which we regard as a huge compliment. We constantly strive to keep the balance between professionalism and warmth; treating each person with dignity and as an individual is vital for us. We hope you would find this a fun, friendly, challenging and stimulating place to work. If you share our passion to see destitution ended and positive changes to the UK asylum system, doing what we can to make life better for those seeking refuge in the meantime, then you should definitely apply. The values which define how we seek to work as an organisation are: Christ-centred (rooted in the teachings of Jesus Christ, we seek to serve those who society sees as the least, the last and the lost) Excellence (we strive for professional excellence with integrity in all our working practices) Empowerment (we want to see the people we work with (including clients, volunteers, staff and supporters) equipped and released to discover meaning and purpose in their lives.) Restless for justice (we shine a light on injustice, especially where people seeking sanctuary are treated unfairly and we will fight to see change happen) Servant-hearted (we adopt an attitude of service within the organisation and beyond, putting the needs of others before our own) Generosity (we extend a welcome to all we meet, sharing hospitality, kindness and love, and treating everyone with dignity, regardless of their background) 2 About this job The Office and Reception Manager is an exciting, relatively new role, which we have created following a restructure within Boaz. This wide-ranging role is vital to the smooth running and successful operation of the whole organisation. You will be the first point of contact for clients, volunteers, visitors and callers. This role will impact all areas of the Boaz Trust, and you will have the opportunity to work alongside different members of the team. This position combines the routine and fundamental basics of office management along with responsibility and rewarding client contact. You will need to have good interpersonal skills and to be sympathetic to people of different backgrounds and physical and psychological needs, who may have experienced very difficult and stressful situations. We are looking for someone with the experience and ability to hit the ground running. The Boaz office is a busy and a stimulating place to work. To be successful, you will need to demonstrate competence, confidence and maturity, along with a willingness to get stuck in. 3 Job Description Job Title: Office and Reception Manager Location: Boaz Trust, 1st floor, 110 Oldham Rd, Ancoats, Manchester M4 6AG Salary: Starting salary £19,190 - 21,000 (salary band £19,190 - £23,230) pro rata Hours of work: 30 hours per week, over 4 or 5 days Occasional evening and weekend work may be required Holidays: 25 days per annum, plus 8 statutory / bank holidays pro rata Benefits: Pension scheme and travel expenses Responsible to: Community Engagement Manager Contract length: Permanent subject to funding Probation period: 3 months Main purpose of the job: In accordance with the Christian ethos and values of the Boaz Trust the Office and Reception Manager (ORM) will provide a warm and welcoming frontline service to all callers and visitors as well as fulfilling a pivotal role in ensuring the smooth running of the Boaz office. The ORM will support and enable the team by providing administrative and practical support, acting as a filter for calls and visitors and role modelling best practice in systems and processes. Specific duties and responsibilities: Reception: key tasks To provide a friendly and professional frontline service for incoming calls and visitors, answering queries, signposting, redirecting calls as appropriate To assist clients and other visitors when they arrive at the office (hospitality, signposting, petty cash transactions, booking appointments) To maintain a tidy and well organised reception area Office and administration: key tasks To manage day to day rotas (prayer, cleaning, phones) To manage Human Resources administration (e.g. recording absences) To manage the office budget and contracts (e.g. IT, photocopier) 4 To manage the smooth functioning of office support services e.g. IT support, office supplies like stationery and refreshments and room bookings To provide administrative support to the team depending on capacity Client Services administrative and practical support - General client services admin and support To administrate the referral process for the Boaz accommodation waiting list To produce and maintain up to date signposting information for other organisations and services To manage the monthly donations Drop In To manage the client text service - Night shelter (October- April), working alongside the Night Shelter Coordinator: To manage incoming night shelter referrals To follow up non-attendees with referring agencies To monitor attendance and prepare monthly report - Boaz Life- wellbeing programme To support Boaz Life activity through liaising with both internal and external facilitators and ensuring rooms are set up appropriately To promote and publicise activities to clients through clear, accessible publicity To monitor attendance and produce certificates of attendance Role and responsibilities within the daily life and working of the wider team To be committed to and supportive of the Boaz Trust’s values and ethos. To participate in daily prayers/team meetings, ideally taking turns to lead. To work collaboratively and communicate effectively with other Boaz staff and volunteers whenever necessary To comply with Boaz Trust policies and procedures To participate in the full life of the team which will include sharing in provision of office cover and admin tasks, participating in away days and other times of team reflection, planning and development where appropriate Note: This role description is not intended to be an exhaustive list, and it is expected that you will be flexible and willing to participate in duties which are broadly in line with the above responsibilities. This job description does not form part of the employment contract and we reserve the right to review it with the post-holder as necessary. 5 Person Specification JOB TITLE: Office and Reception Manager Specification Essential 1. Education/ Training 2. Proven Experience A levels (or equivalent) Desirable Experience in a comparable administrative role with sole (preferably) responsibility for the administration and / or reception function Effective team-working, maintaining effective relationships and contributing positively to team formation and function Independent working, using appropriate levels of judgement and initiative Experience of working within a small charity Experience of working with volunteers Experience of working with disadvantaged people Experience of managing budgets and contracts (e.g. IT support, suppliers) 3. Skills and abilities Confident, accurate and sensitive communication skills in both oral and written contexts Able to take a welcoming, sympathetic and patient approach with all clients, visitors and callers including in a cross cultural context. Highly developed organisational and process management skills and ability to manage and prioritise own workload. Able to work flexibly and responsively in a fluid environment. Proficient in use of Microsoft Word, Excel, PowerPoint, email and internet 6 Able to use Microsoft Publisher An understanding of the UK asylum system JOB TITLE: Office and Reception Manager Specification Essential Desirable 4. Attributes Methodical with excellent attention to detail A practising Christian Enjoy administrative work and making systems and processes work for others Gain satisfaction from carrying out foundational routine tasks and recognise their value to the smooth running of the organisation High degree of reliability and a positive ‘can do’ attitude. Desire to see social justice Entirely empathetic with the Christian ethos and values of the Trust Recruitment process If you would like to apply for this job, please complete the application form and Equal Opportunities Monitoring form and return to the Boaz Trust for the attention of Ros Holland ([email protected]) by the closing date (5pm on 8th May 2015). Please note it is especially important that you give as much information as possible in section 6, “Supporting Information”. All shortlisted candidates will be informed during the week commencing 11th May, and interviews are likely to be week commencing 18th May. Please visit our website to download an application form: boaztrust.org.uk/Job-opportunities/ 7
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