Receptionist / Administrator

Lighthouse Futures Trust is an SPI (Specialist Post-16 Institution) and a registered charity that was established in 2018. Our focus is on supporting young adults, aged 16-25, to gain the social and employability skills they need to find and sustain paid employment. Our main eligibility criteria are that: they want to progress to paid work; have an EHCP (Education Health Care Plan); are autistic and/or have mild to moderate learning difficulties or other support needs.

Working for Lighthouse Futures Trust is often fast paced but is always incredibly rewarding, helping create a positive future for young adults. We employ 39 full and part-time members of staff including: Job Coach staff; Maths & English tutors; and a head office team (finance, administration, wellbeing and employer engagement).

We are recruiting a new Receptionist/Administrator to join our team. Your role will be to be the face of the College in terms of manning Reception and welcoming students and visitors. You will also provide administration and finance support to the Senior Leadership Team (SLT).

Job Status: Permanent

Hours of work: 37.5 hours a week (8.30 to 4.30) including ½ hour unpaid lunch

Weeks of work: Term-time only (39 weeks)

Salary Scale: £23,000 to £25,000 FTE (actual salary between £19,700 to £21,500)

Closing Date: Friday 3rd May 2024

Assessment Centre Dates: w/c 13th May 2024

Location: The college has two bases in Headingley, Leeds. This role will be based on our site at Carlton House, Alma Road.

The job description below is not exhaustive, and it is expected that the post holder will undertake additional duties on occasion, within their capabilities.

Job Purpose

To manage Reception and provide a high standard of administrative support to the Senior Leadership Team (SLT) to enable the smooth running of the College.

Principle Responsibilities

Reception

• Control access to the school in line with the school's safeguarding procedures, including signing-in visitors, checking identification as necessary, issuing passes and notifying them of safeguarding and safety procedures.
• Welcome and ensure all students sign in.
• Organise refreshments as required.
• Ensure students sign in/out of the building.
• Liaise with transport providers & ensure all interns get onto transport safely at the end of the day.
• Responsible for keeping the Reception and general areas of the College tidy.
• Share responsibility for answering the phone, ensuring enquiries are dealt with in a professional, courteous manner and messages passed on accurately and promptly.
• Potentially supervise the work of a trainee administrator for up to 2 days a week.
• Support the organisation of regular Open Events.

Administration and Finance Support

• Provide support in key areas such as: photocopying; collating and distributing documents; laminating; making staff & student ID badges.
• Support members of the Senior Leadership Team in key tasks such as: adding information to the finance systems and other databases; paperwork in association with staff recruitment, induction & training.
• Support Job Coach staff with printing/laminating resources for students and during exam weeks.
• Receive incoming post, sign for special deliveries, and distribute to the relevant staff members.
• Enter data onto databases accurately.

Operations

• Set up meeting rooms at beginning of each day to ensure equipment is in the right room and appropriate signage is in place.
• Keep a log of stationary & office equipment and order new stock when required.
• Keep a log of cleaning and sanitisation materials and order new stock when required.
• Regularly check and replenish items in First Aid boxes.
• Help make student lunches: purchasing food from supermarket; making sandwiches.