Job Description

Job Summary

Job Title: Administration/Reception Manager

Location: Lichfield District Council House

Reporting to: CEO and Operations Manager

Contract Duration: 24 months fixed term

Hours: 22 hours per week, 12pm - 5pm Monday to Wednesday, 1pm -

4.30pm, Thursday and Friday

Salary: 28,500 FTE

This is a brand new and exciting role, in partnership with Lichfield District

Council.

Overall Purpose of the Role

To ensure the smooth and efficient running of Lichfield District Council (LDC)

reception by managing day-to-day operations, supervising the reception and

admin team, supporting staff and volunteers, and maintaining a welcoming,

safe, and well-resourced environment for clients.

1. Reception & Client Support

Welcome clients and visitors, ensuring a professional and friendly
reception.

Keep clients informed of approximate waiting times and provide
support as needed.

Maintain an accurate log of interview room usage and ensure
availability.

Ensure the neat and tidy presentation of the reception area, reporting
any issues to the LDC Property Team.

Assist clients with issues such as council tax enquiries, housing queries
and benefit, community safety and blue badge enquiries.

Keep an accurate record of reception activities for monthly reporting
to LDC.

Liaise with LDC Customer Service Manager to ensure knowledge of
council activities remains up to date.

2. Office Administration

Operate and maintain office equipment (photocopier, scanner, printer,
etc.).

Maintain effective filing systems in line with Citizens Advice South East
Staffordshire (CASES) procedures.

Keep supplies of leaflets, posters, and other public information
stocked and displayed appropriately.

Manage diaries, calendars, and work records for staff and volunteers. Order and manage stationery and office supply levels. Archive case records in line with CASES policy and GDPR requirements. Answer phone calls and emails promptly, referring queries or taking
messages as appropriate.

Handle first-stage complaints relating to the delivery of front desk
services, maintaining transparent logs of incoming complaints and

responses.

3. Document Handling & Reporting

Draft and format correspondence, reports, and documents as needed. Collate, maintain, and produce statistical reports from databases and
spreadsheets.

Process and maintain data and information Support the team in meeting data and reporting requirements. Support clients to access the service via all available channels,
including several phone lines, email addresses, web forms, in-person

at reception, drop ins, and via social media.

4. Staff Management & Supervision

Line manage the reception and admin team and ensure appropriate
supervision and support is maintained.

Foster a positive, inclusive working environment aligned with CASES
values on equality and diversity.

Assist with recruitment and induction of new staff and volunteers. Support training and development for admin staff, identifying learning
needs.

Conduct performance management including supervision and
appraisals in line with organisational policy.

5. Finance Administration

Manage petty cash and make authorised payments within agreed
limits.

Reconcile petty cash and maintain accurate financial records. Process authorised staff expenses and supplier payments in line with
procedure.

Ensure all received payments are securely banked in a timely manner.

6. Premises & Health and Safety

Ensure all office operations comply with Health & Safety policies. Report and arrange for prompt repair of any building or equipment
issues.

Arrange annual safety inspections (gas, electrical, PAT etc.). Liaise with landlords or contractors for maintenance issues.

7. Support for Governance & Meetings

Attend staff, trustee, and board meetings as required. Take accurate minutes and circulate agendas, minutes, and relevant
papers.

Support the smooth running of internal and external meetings and
events.

8. Events & Other Duties

Assist with organising events (e.g. outreach, fundraising, community
engagement).

Carry out additional administrative duties as required for the efficient
operation of the reception area and office.

Uphold and promote CASES equality, diversity, and inclusion principles
in all areas of work.

Please note: This job description is not exhaustive or exclusive. It is intended as an

outline of the key areas of activity and may be amended in line with the evolving

needs of the organisation.

Person Specification (the following skills are essential to this

role):

Extensive experience of administration. Understanding of data protection requirements and regulations Knowledge and experience of using software and systems to provide
effective support in the delivery of services. Microsoft Word, Excel,

Teams and SharePoint are of particular importance.

Knowledge and experience of using electronic and manual data
systems.

Experience of working in a team-based, customer service-focused
setting.

Organised, flexible and able to work under pressure. Demonstrable knowledge and understanding of the needs of people
from diverse social/cultural and racial backgrounds and with a wide

range of abilities.

Good interpersonal skills, including the ability to relate and work with
a variety of different people.

Numerate and literate to the level required by the tasks. Have the ability to remain calm under pressure. Committed to continuing professional development.

What We Offer

? The opportunity to make a real difference to the lives and wellbeing of

local residents.

? A supportive team environment within a busy and varied local council

office.

? Training and development opportunities to build knowledge of council

services and customer care best practice.

? A role that offers variety, responsibility, and meaningful daily

interaction with the community.

? Citizens Advice South East Staffordshire are proud to be a living wage

employer.

As the face of LDC and CASES, staff are expected to always be smart and

professional in appearance.

Inclusion: We value diversity, promote equality, and welcome applications

from all sections of the community. We particularly encourage applications

from disabled people, people with physical or mental health conditions,

LGBT+ and non-binary people, and people from racial minority communities.

Job Type: Part-time

Pay: 28,500.00 per year

Expected hours: 22 per week

Benefits:

Company pension Employee discount Health & wellbeing programme Sick pay Transport links
Work Location: In person