Job Title : Registry Receptionist/Admin Assistant

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1 Job escription Job Title : Registry Receptionist/Admin Assistant Salary Scale : LIPA scale points 1-9 Responsible to : H Administration Manager Responsible for : No subordinate staff Number in Post : 2 Revised : October 2009 Job Purpose To respond to enquiries from visitors and students, to operate the LIPA switchboard, maintain the LIPA postal system and to carry out other administrative duties connected with the running of the School Office. Major Tasks 1 To deal with visitors and students. 2. To operate the LIPA switchboard and other LIPA communication systems. 3. To maintain the LIPA postal system assist in continuity of mail service. 4. To monitor stationery stocks. 5. To undertake Typing, ata Inputting and General Office uties. 6. To undertake duties common to all LIPA staff Job Activities Major Task 1 Visitors and students 1.1 Welcome visitors to LIPA and assist them in locating other staff or areas of the building. 1.2 Give information to customers either orally or paper-based. 1.3 Operate till and issue receipts.

2 1.4 Assist with the issue of student loan cheques and certificates as required. 1.5 Assist with the collection of assignments as required. Major Task 2 Switchboard and communication systems 2.1 Operate the LIPA switchboard in a manner which is at all times efficient, effective, welcoming and informed. 2.2 Keep abreast of developments within LIPA to ensure accurate information is given out at all times. 2.3 nsure that letters, telephone messages and faxes received at Reception are forwarded to staff and students by the most efficient method, including Operate internal LIPA communication systems. Major Task 3 Postal System 3.1 Process incoming and outgoing mail, liaising with Royal Mail to ensure continuity of mail service. 3.2 Organise the freighting of parcels/packages and complete appropriate documentation. 3.3 nsure postal supplies are maintained and complete orders as necessary. 3.4 nsure the franking machine is in credit at all times. Major Task 4 Stationery 4.1 Monitor levels of stationery supplies and order stock as required. Major Task 5 Typing, ata Inputting and General Office uties 5.1 Receive requests for prospectuses, maintain database of enquirers and send out prospectuses as required. 5.2 Undertake occasional word processing. 5.3 Update and issues the internal phone list as required. 5.4 Assist with the annual enrolment and registration of students. 5.5 Keep the pigeon hole system (for correspondence) up to date, inserting new ones for new staff and clearing down leavers.

3 5.6 Issues car parking permits in line with LIPA procedures. 5.7 Posts relevant advertisements or articles onto LIPA-NT. 5.8 Reports photocopier faults and monitors progress. Major Task 6 Common uties 6.1 Work flexibly including contributing to LIPA projects of a general nature and providing cover for other staff. 6.2 Participate in staff appraisals and training programmes as required. 6.3 Carry out duties at all times with due regard to qual Opportunities, Health and Safety and other LIPA policies as agreed and revised from time to time. NOTS: The particular duties and responsibilities attached to posts are of necessity in many cases somewhat difficult of detailed definition, and may vary from time to time without changing the general character of the duties or the level of responsibility entailed. Changes outside this description will only be made after consultation with the object of reaching agreement, with the person concerned, and will be recorded on the individual's job description. If however after consultation, the person concerned were not in agreement with the proposed change, then they would be able to use the grievance procedure. LOCATION: The job is initially located on LIPA s main site. However, it may be that from time to time the post holder will be required to work on different duties, or in any other jobs, within his / her competence, such jobs being in his / her present or any other location as may be deemed appropriate. In all cases regard will be paid to the qualifications, experience, current duties and responsibilities and personal circumstances of the post holder. HOURS: 20 hours per week, Mon Tues am to 5.00 pm, Weds. am, initially. But must be able to work either mornings or afternoons Mon. Fri. (with appropriate notice) should the work pattern change. Some occasional weekday cover or evening work may be required as may some weekend working.

4 Person Specification: School Office Receptionist/Admin Assistant (part-time) ducation /Qualifications: ()=ssential ()=esirable To be identified by: GCS (Grade A - C) or equivalent in nglish and Maths. ICT Literacy (eg. CL or equivalent) or Customer Service. xperience / Knowledge: Knowledge of a range of software packages using a Windows environment including a sound working knowledge of and databases. xperience of operating basic office equipment including photocopier and fax. xperience of operating a Franking Machine and Minicom. xperience as a Receptionist and good Customer Service skills. /Certificates Certificates

5 Skills and Ability Ability to communicate clearly and effectively both verbally and in writing Organised and methodical approach to work Good standard of numeracy Mature and flexible approach to work Commitment To LIPA s qual Opportunities policies and practice To the provision of a high level of service to the customers nthusiasm and flexibility /Task

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