Mind in Brighton and Hove 51 New England Street Brighton BN1 4GQ

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1 Mind in Brighton and Hove 51 New ngland Street Brighton BN1 4GQ Tel : Fax : mail: Date as postmark Dear Applicant, Receptionist Thank you for your interest in the Receptionist post at Mind in Brighton and Hove. Please find enclosed the following information about the post. Introduction to Mind in Brighton and Hove Job description Person specification Terms and conditions for the post The application form and monitoring form can be found on our website. If you would like this information in another format, e.g. large print or spoken onto tape, please let us know. Please do refer to the job description and person specification when filling in your application form, as short listing for interview rests on how well you meet these criteria. Please note that all successful applicants are subject to an enhanced DBS Disclosure. The closing date for completed applications is Friday 30 th August 2013 at 12:00 noon. The interviews will be held on Wednesday September 4 th 2013 at our New ngland Street office. We are unable to respond to all applicants, and if you have not heard from us by September 2 nd 2013 please assume that you have not been short listed. Yours sincerely, Lesley Czajkowski Admin Team Leader Reg Address: 51 New ngland St Brighton BN1 4GQ Company Reg No Charity Reg No Page 1 / 7

2 Receptionist Background information Who we are Mind in Brighton and Hove exists to empower and support people who have experience of mental health issues living in Brighton and Hove and West Sussex. We provide a range of services which provide support and help to enable people to make choices about the services they use and treatment they receive. Our Vision Our vision is of a society that promotes and protects good mental health for all and that treats people with experience of mental health issues fairly, positively, supportively and with respect. Our Mission Our mission is to provide a range of advice and information, advocacy and support services to empower anyone experiencing a mental health problem to live a full life and play a full part in society. We will also work to improve local services, raise awareness and promote mental health and wellbeing through a variety of means. Our Values mpowerment: we work for the empowerment of individuals and communities and support people to contribute meaningfully to the design and provision of services to enable positive change Innovation: we believe in seeking innovative responses to the needs of people with mental health issues, based on the initiatives that people want and that positively challenge the status quo Partnership: we work with individuals, groups and other organisations to achieve a more integrated system of mental health provision which builds resilience and wellbeing in the community ffectiveness: our skilled staff strive to meet the needs of the communities we serve with integrity and transparency Mindful mployer: we respect and value the skills and knowledge of our staff and volunteers. We value the diversity of our workforce and are committed to equality Social Justice: we are committed to social justice and recognise that inequality of opportunity is a major cause of mental health issue. We challenge stigma and discrimination wherever we find it and defend the human and civil rights of people with mental health issues Independence: our services are structurally independent from statutory organisations. Our services will be as free as possible from conflict of interest both in design and operation and our staff are free to act according to the wishes and needs of our service users Please see our website on for full information on our services and aims and objectives Page 2 / 7

3 Receptionist Context Receptionist The Receptionist post at the New ngland Street office plays a key role in the office acting as a first point of contact for enquiries and visitors both to the office and the organisation. The office is busy with people attending fixed advice and advocacy appointments and members of the public dropping in to make enquiries. We are therefore looking for someone who can communicate well and is able to respond in a welcoming and helpful manner to people who may be experiencing mental distress or feeling anxious about seeking our support. In addition to our day to day appointments we also hire out rooms to groups and individuals. The Receptionist will, at times, be expected to set up meeting rooms as well as checking that they are clean and tidy during the day. The Receptionist will also support the Admin team in the day to day administrative and clerical support for the projects based at the office as outlined in the job description. Statement of Main Terms and Conditions of mployment Hours of Work: 20 hours per week, Monday Friday 1:30 5:30 Salary Scale: Holidays: xpenses: Pension: Other Benefits: 15,000 pro rata ( 8,571 based on 20 hours a week) The post holder is entitled to 29 days leave (pro rata for 20 hours per week) per year excluding bank holidays. Mind will reimburse the post holder the costs of authorised travel and other expenses. A mileage rate is payable for the use of a private car, motorbike or bicycle. Mind provides a 5% contribution to the group personal pension scheme. mployee Assistance Programme Mind provides all staff with access to a 24-hour mployee Assistance Programme. This includes free access to counselling services, financial and legal advice and help with education, health and family matters. The post is subject to a satisfactory DBS /Criminal Records Bureau check. The post is subject to a 6 month probationary period. Page 3 / 7

4 JOB DSCRIPTION JOB TITL: LIN MANAGR: Receptionist Admin Team Leader Job Summary To undertake reception duties by acting as first point of contact for enquiries To answer the telephone and manage messages To deal with visitors to the office To provide administrative support for organisation wide activities Main duties and responsibilities Reception To meet and greet all visitors to New ngland Street in a friendly and professional manner. To be responsible for closing Reception at the New ngland Street office at the end of each day. To ensure that the Reception and all public areas are clean, tidy and welcoming. To provide daily, written handover notes to the member of the admin team who is providing morning Reception cover. To accurately maintain all appointment systems. To answer telephone calls and re-direct as necessary. To provide basic information about the services Mind in Brighton and Hove offers, over the telephone and face to face. To arrange hospitality for visitors as and when required. To receive and respond appropriately to queries by referring to Mind services or signposting to other services where necessary, including sending out information e.g. leaflets to enquirers. To assist in setting up meeting rooms to the requirements of each booking. To provide occasional evening and weekend cover for external room bookings. General Administration To undertake administrative and clerical tasks including word processing, photocopying, distributing mail, filing, and ing, manual and electronic diary management and ordering stationery. To operate office equipment (photocopier, fax machine) and ensure that equipment is maintained, reporting faults, arranging repairs and servicing. Page 4 / 7

5 To work with other members of the administration department as a team, assisting colleagues with tasks as and when required. To carry out other organisational administrative tasks as may be required, time permitting. To cover for other members of the administration team in their absence to ensure that key functions are performed To maintain documentation on how to perform each of your tasks so that colleagues may perform them in your absence General Responsibilities To work in accordance with Mind in Brighton & Hove s aims, objectives and values. To comply with all organisational policies and procedures. To promote the work of Mind in Brighton & Hove and positive understanding, awareness and attitudes towards mental health. To participate in and actively contribute to individual supervision, training and team meetings as required. To work flexibly, being prepared to perform other duties commensurate with the role; which may include new areas of operation following consultation. Page 5 / 7

6 Use of Technology Mind in Brighton & Hove will make use of computer technology. Staff should expect to use automated information services in their work to improve quality and co-ordination of services and to enable faster and more accurate communication within and outside the organisation. Confidentiality As an mployee of Mind in Brighton & Hove you may gain knowledge of a highly confidential nature relating to the private affairs, diagnosis and treatment of service users, information affecting members of the public, matters concerning staff and details of items under consideration by Mind in Brighton & Hove. Under no circumstances should such information be divulged or passed to any unauthorised person. This includes holding conversations with colleagues concerning service users or staff in situations where the conversation may be overheard. Anti-Bribery Bribery is a criminal offence. The organisation prohibits any form of bribery. We require compliance, from everyone connected with our business, with the highest ethical standards and anti-bribery laws applicable. Integrity and transparency are of utmost importance to us and we have a zero tolerance attitude towards corrupt activities of any kind, whether committed by our employees or by third parties acting for or on our behalf. All staff are expected to comply with Mind in Brighton & Hove s policies and practices as detailed in the Staff Handbook. qual Opportunities Mind in Brighton & Hove policies and practices are designed to ensure quality of opportunity in employment and services delivery. All staff are expected to comply with these policies and practices. Health and Safety All staff have a responsibility to maintain the health and safety of self and others within the performance of their duties. No smoking policy Mind in Brighton & Hove operates a no smoking policy. This applies to all staff and visitors. This policy also includes travelling in their own vehicles whilst on duty, in Mind in Brighton & Hove s time or whilst on Mind in Brighton & Hove s premises. It is a condition of employment for staff that they do not smoke whilst on duty or anywhere on the premises. This job description will be reviewed as necessary and may be amended to meet the changing needs of Mind in Brighton & hove. It will also be used as the basis to set performance standards and/or objectives and the contents will be used as part of annual appraisals. This job description has been agreed between the post holder and Mind in Brighton & Hove... mployee Date Page 6 / 7

7 Person Specification - Receptionist xperience 1. xperience of undertaking clerical and administrative work within a busy office environment. 2. xperience and ability to develop and maintain office procedures and systems i.e. booking systems, diaries, referral systems 3. xperience and ability to design forms i.e. recording and evaluation materials 4. xperience of working in a busy team and the ability to work as an effective and supportive team member D Skills Knowledge and understanding of relevant technology including basic IT support, photocopiers and fax machines. The ability to use telephone systems competently and handle a busy phone system with a diverse range of enquiries and excellent telephone manner, xcellent verbal communication skills and the ability and confidence to respond to a wide range of people both service users and professionals who may be contacting the organisation. The ability to deal in an effective, sensitive and friendly manner with service users and ex users of mental health services, carers and professionals, face to face and on the phone. The ability to deal calmly and confidently with people experiencing distress and who may find communicating in person or on the phone difficult. Well organised and experience of being able to organise, prioritise and produce accurate work Knowledge 11. Good working knowledge of MS Office including Word, xcel and Outlook 12. Working knowledge of booking systems D Personal Contribution 13. The ability to work under their own initiative. 14. Ability to be flexible in an ever changing work environment. 15. Commitment and understanding of Mind s policies and principles. 16. Committed and reliable team member and understands impact of role on others. Page 7 / 7

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