Secretary United Kingdom
Job description
St Beuno’s is one of the leading residential retreat centres in the UK, and indeed receives many visitors from around the world. Working as part of the Jesuits in Britain we run around 160 events for 2000 visitors per year. At our 61 bedroom site we aim to offer retreats and the space for reflection and prayer and we also aim to be known for high quality training and scholarship. Operating in a magnificent Grade 2* listed building overlooking the Clwydian Hills, we want St Beuno’s to be a good place to work where people feel appreciated and respected, and where people have the opportunity to grow and change.
To help us to continue to flourish we are now looking for an admin officer to work in our busy office full-time. Normal hours would be Monday - Friday 9am-5pm, but occasional weekend work may be required.
PLEASE NOTE – YOU WILL NEED YOUR OWN TRANSPORT TO GET TO WORK AS WE ARE IN A RURAL LOCATION
Role Purpose:
· To act as first point of contact for all retreatants and guests at St Beuno’s and as such show courtesy and a first class professional welcome appropriate to the Centre’s purpose.
· To deliver a high level of accuracy and standard of care in all types of administration, secretarial and receptionist tasks including the hotel booking system at St Beuno’s Jesuit Spirituality Centre.
· Key Responsibilities and accountabilities:
· Reception Tasks: To provide a full reception service, ensuring a consistent and professional approach across the centre, effective and efficient in terms of dealing with bookings for events, postal duties, emails, accommodation and meals
· To liaise with other secretaries at the Centre to ensure smooth day to day communication and co-ordination of tasks
· Event and Booking Management: To contribute to events and retreats programme by ensuring booking system is accurate and any financial aspects are passed on to the Finance Officer
· To ensure the booking system is kept up to date and that data is accurately input on a regular basis enabling efficient and effective use of the reporting available from the system
· To deal professionally and swiftly with any reception and administrative tasks which relate to Centre Events
· To assist other team members at the Centre during general office opening hours on general queries
· To deal with payment receipts and ensure all financial processes are recorded in full
· To ensure safe and secure storage of all records and information across the centre
· First Aid and Responsibilities: To be aware of at all times as to who is the main contact for the Centre in terms of First Aid services to staff, team members and customers
· Other (Miscellaneous): To support and contribute to other teams/staff within the Centre upon request in terms of administrative and receptionist tasks
· To undertake any other reasonable duties as directed that may fall within the scope of this position
Person Specification
KNOWLEDGE:
· Computer literate with Microsoft Word, Excel and Outlook
· Knowledge of office systems and procedures
EXPERIENCE
· Using IT systems especially Microsoft Office
· Experience of using administrative systems and office procedures
· Working as a team
· Dealing with queries, enquiries and simple problem-solving
· Practical experience of working in a busy office
· Accurate note-taking
· Sympathetic to the mission of the Church and with the aims, vision and values of St Beuno’s
QUALIFICATIONS
· Good standard of education including GCSE English
· Word processing
· Data processing
SKILLS AND PERSONAL CHARACTERISTICS
· Professional, friendly manner
· Excellent interpersonal skills
· Very good communication skills (written and oral), including telephone manner
· Highly accurate
· Maturity and reliability
· Commitment to providing excellent service
· Practical and proactive
· Able to work as a team player
· Able to work unsupervised
· Able to remain calm under pressure
· Able to learn quickly
Summary of TERMS AND CONDITIONS
1. Salary: £11.33 per hour
2. Hours: 40 hours per week
3. Holidays: 33 days including public holidays
4. Notice period: 1 month
Job Types: Full-time, Permanent
Job Types: Full-time, Permanent
Salary: £11.33 per hour
Benefits:
- On-site parking
Schedule:
- Day shift
Work Location: In person
Expected start date: 29/05/2023
