JOB DESCRIPTION AND PERSON SPECIFICATION
Job Title
Salary Grade
Section/Team
Reporting to
Reporting to job holder
Receptionist
Band 9 (£15,475- £17,927)
Admin/Secretarial
Executive PA
N/A
Date of issue
January 2016
Overall Purpose of Post
To provide a high level of reception and general office duties. In particular supporting a
range of Cathedral Office facilities administration.
Health and Safety
It is a general duty of all Cathedral staff to ensure they are familiar with the Health and
Safety Policy and to adhere to it at all times.
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Responsibilities and Accountabilities
Nature and Scope of Role
To act as Cathedral Office Receptionist
Welcoming visitors and providing assistance
with hospitality during office hours
To ensure a high level of customer service
for those arriving at, or calling into the
Cathedral office
Maintaining positive relationships across
the Cathedral community and the Diocese
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To use a variety of IT packages to help
ensure the effective running of the office
including Word, Outlook and internal
databases and diary management
systems.
Receiving incoming enquiries of a diverse
nature, ensuring they are dealt with
promptly, patiently, courteously and
followed up appropriately and in line with
The Data Protection Act (1998).
This includes emailing, word processing,
photocopying, mail merge, using database
packages
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To support effective and efficient
facilities administration, ensuring best
value for money
e.g. office stationery, photocopier and
office kitchen provisions, organisation of
recycling, fire alarm testing
Including:
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the ordering and stock maintenance
of stationery and office kitchen
provisions
Reporting photocopier faults to the
service provider, and ensuring these
are attended to in a timely manner
Researching and suggesting cost
effective alternatives where
appropriate
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To utilize and in time, become an expert
on the Cathedral’s CRM database
Including adding and maintaining entries,
checking for duplications, and label printing
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To administer hand delivered payments
e.g. for tours, rent and to ensure all
payments are receipted and forwarded to
the accounts team
Managing the Cathedral Office’s petty cash
payments and reconciling when appropriate
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To distribute mail and goods delivered to
the Chapter Office
Sharing responsibility (when Cashier and
Assistant Verger are absent) for the
distribution of mail around the Cathedral
close and franking of mail.
Supporting preparation for bulk mail outs
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To provide a range of secretarial support
to the Chapter Steward and Canon
Chancellor
Including:
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To check Function Suite and property
keys in and out
Occasional typing of documents
Drafting routine responses to
correspondence
Maintaining filing systems
Distribution of committee papers and
volunteer rotas
Ensuring keys are maintained in an orderly
fashion
Logging details and chasing non returns
where appropriate
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PERSON SPECIFICATION
Attributes
Essential
Desirable
General
Be in sympathy with the aims and ethos
of the Cathedral and Church of England
To offer high quality customer service
to all colleagues and visitors
Ability to deal with sensitive and
confidential situations
Qualifications and
Training
Experience
Good general standard of education,
including GCSE English and Maths or
equivalent
Appropriate Admin or IT
qualifications
Previous experience of working with the
general public in a customer-focussed
environment
Previous experience of dealing with
sensitive and challenging situations
Previous office/clerical experience
Knowledge, skills
and abilities
Personal Qualities
IT skills, including the use of Microsoft
Office.
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Professional
Friendly and welcoming
Patient
Active listener, both face to face
and over the phone
Ability to work independently
and as part of a team
Ability to work under pressure
using initiative to prioritise
conflicting demands
Able to follow defined duties but
capable of using initiative
Respectful of people of all
backgrounds and cultures
Good eye for detail
Experience and confident in using
internal databases.
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