Devon Air Ambulance Trust Post of Receptionist and PA to CEO Key terms & conditions: Salary:
£16,400
Hours:
37½ hours
Holiday:
25 days a year plus Bank Holidays
Pension:
6% contribution by the company (after qualifying period)
Location:
Head Office of the Charity
Accountable to:
PR Manager/Chief Executive
Summary of post: Act as first point of contract for visitors and callers to the charity. To provide an extensive pa service to the Chief Executive. External contacts: Public, volunteers, staff etc Internal contacts: All staff Key responsibilities: 1 Reception Duties •
To provide a warm welcome to visitors to the charity, ensuring they sign into the visitors book
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Offering guests refreshments and organising refreshments and food for meetings
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To answer all calls, dealing with enquiries as appropriate, or passing on to the relevant member of staff. If unavailable taking clear and concise messages, and forwarding via email. Taking answerphone messages in the morning, forwarding these as appropriate. Devon Air Ambulance Trust 5 Sandpiper Court, Harrington Lane, Exeter, EX4 8NS Tel: 01392 466666 Fax: 01392 464329 Email: info@daat.org Website: www.daat.org Registered Charity No: 1077998 Company No: 3855746
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Receive, open and log all incoming post (except for lottery mail), ensuring there is always one other person present at all times, as per our set down post procedure.
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Log the post on the electronic diary and delivering to the relevant person/department
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Collect, sort and frank the post in the afternoon, ready for Royal Mail to collect. Ensure there is sufficient money on the franking machine.
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Keep reception clean and tidy and ensure leaflet and publication stands are fully stocked
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Deal with enquiries via the charity’s website, forwarding on to the relevant person or department
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Receive incoming faxes and forward via email to the relevant person or department
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Arrange office meetings including the booking of any rooms and refreshments
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Other duties commensurate with the post
2 PA to Chief Executive Duties •
Draft correspondence for the CEO’s amendment/approval
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Take messages in the CEO’s absence
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Make appointments
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Arrange travel and accommodation as and when needed
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Create and maintain a methodical filing system
Job Specification Essential: •
Customer services experience
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Friendly/approachable
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Exemplary communication skills
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Able to handle own work load/work using own initiative
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Good understanding of confidentiality requirements
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Excellent telephone manner
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Excellent IT skills, in particular Microsoft outlook and other applications
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Smart appearance, reliable, enthusiastic with an outgoing personality
Desirable: •
Experience of up-dating website applications
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Desktop publishing experience