Dear Applicant,

Receptionist Post 22.5 Hour -(1 post)

Thank you for your interest in the above position.

Enclosed with this letter is information about the Branch and Centre, together with a job description and employment conditions.

An application form is enclosed which must be completed. Any C.V. must be in addition to the application form, not a substitute for it.

The completed application must be received by 1700hrs Friday 21st June 2019 by post to the address given below or by email to gary@rspca-llysnini.org.uk. A short list will be drawn up and successful candidates will be invited for interview on Tuesday 2nd July, time will be confirmed in writing. Those applicants who have not been contacted unfortunately have been unsuccessful on this occasion.

Once again thank you for showing an interest in the Branch.

Yours sincerely,

Gary Weeks Animal Centre Manager

Enc Information for CandidatesPerson Specification Job Description

Information for Candidates

Job title:  Receptionist

Branch: RSPCA Llys Nini Cardiff to Swansea

Location: Llys Nini Animal Centre, Penllergaer, Swansea

Information about the branch

Llys Nini Branch is an independently registered charity affiliated to, but not directly funded by the RSPCA, which operates across a large area of South Wales from Cardiff to Swansea.

The charity is governed by a small group of voluntary trustees.

Our main aims and objectives as a branch are to:

- Provide vital support to the RSPCA Inspectorate by rehabilitating the abused and neglected animals they bring to us from across the whole of South Wales

- Promote kindness, and to prevent or suppress cruelty to animals through our campaigns, educational and community work

- Rehome unwanted animals; typically we take in about 800 animals each year

- Provide veterinary assistance to animals in need

- Provide habitats for wildlife at Llys Nini Animal Centre and provide a welcoming and enriching

natural environment for the public and animals alike

At the core of our Branch is the Llys Nini Animal Rehoming Centre in Penllergaer, Swansea, from which we have the capacity to care for up to 72 cats, 57 dogs, and a range of small animals including rabbits, ferrets, birds and rodents. The Branch is financially supported by a network of 12 charity shops that raise approximately 50% of the funds needed to support the Centre’s operating costs and welfare work.

Summary of main terms and conditions of employment (please note that full details are provided with an offer of employment)

Salary The current salary is £8.90 per hour. Salaries are reviewed annually in April

Hours of work

The basic working week is 22.5 hours (averaged) and is exclusive of meal breaks. A normal working day is between 9am until 5:00pm with a 30 minute lunch break. The post does include working alternate weekends.

Holiday entitlement 6.2 weeks inclusive of bank holidays/statutory holidays

Probationary periodThe appointment will be subject to a probationary period of 26 weeks during which time an assessment will be made of your suitability for acceptance to a permanent position.

Pension arrangements (if applicable) Automatic enrolment

Privacy notice: http://www.rspca-llysnini.org.uk/data-protection-notice.php

PERSON SPECIFICATION

Job Title – ReceptionistESSENTIAL DESIRABLE

EDUCATIONAL QUALIFICATIONS

Literacy and numeracy. Able to understand written documentation and keep accurate records.

GCSE English and MathsEXPERIENCE AND JOB KNOWLEDGE

Experience working on reception and with sales

Working with the public Working in an

administrative environment

Knowledge and experience in a retail

PROFESSIONAL / TECHNICAL QUALIFICATIONS

Customer Care skills/qualifications

Excellent communication skills including telephone, oral and written

Excellent administrative skills

Ability to prioritise workload in a fast moving environment

NVQ Level 3 Customer Care or equivalent

Experience in supervising others

Experience of training others

Conflict management training

SKILLS AND COMPETENCIES

Good interpersonal skills as evidenced by past experience

IT skills (ability to use word, excel, databases, email)

Administration. Problem solving. Customer focus.

Working knowledge of small mammals, wildlife

PERSONAL QUALITIES Resilience to stress and emotionally strong

A confident and sympathetic attitude towards animals and the general public.

SPECIAL CIRCUMSTANCES

Physically fit to lift and carry 15kg load within the constraints of manual handling good practice

Welsh speaking First Aid qualification

LLYS NINI ANIMAL CENTRE

Job Title: Receptionist

Reports to: Customer Service Manager

Responsible for: Day to day supervision of Clerical and Reception duties

1. Purpose of the job

Act as primary interface between the general public and the Animal Centre, providing an efficient and friendly ‘Front of House’ service encompassing reception, telephone, administration. To ensure Llys Nini is portrayed as professional, caring and efficient and to maximise donations and sales in the centre shop.

2. Principle Accountabilities

i. Co-ordinating with the Inspectorate, Branches and general public on a range of issues including animal acceptance, adoption to new homes, management of the Centre Shop and responding to the telephone.

ii. Efficient recording, filing and retrieval of all administrative records relating to animal acceptance, adoption and rehoming procedures – paper and electronic.

iii. Supervision of volunteers working in reception ensuring daily tasks are delegated appropriately.

iv. Liaison with home visit co-ordinators for home visits required by the Centre.

v. Assist with shop management, including ordering, stocking, pricing, displaying, reviewing stock levels and maximising shop sales as well as reconciliation of takings on a daily basis.

vi. Booking appointments with the consulting veterinary surgery as required and arranging transport with centre staff to deliver and collect them.

vii. Ensuring the cleanliness and tidiness of all public areas of reception, shop and meeting rooms plus their supporting storerooms. 3. Principle Duties

i. Liaise each morning with the Centre Management/Team Leaders to identify any animal care issues and any changes to the day’s routine.

ii. Ensure that all visitors sign in and that they are made fully aware of any appropriate Health and Safety issues whilst on site and of any restricted areas, permanent or temporary.

iii. Ensure at all times that you have a full knowledge of the status of all animals with regard to potential adoption and the status of the site with regard to acceptance of animals.

iv. Discuss and match suitable animals with potential adopters based on their respective needs in line with Llys Nini rehoming guidelines

v. Ensuring that the shop and reception area are suitably clean and tidy and ready for business each morning

vi. Maintain and display adequate supplies of RSPCA and Branch leaflets, posters and other literature, ensuring such information is always up to date.

vii. Ensure that the Animal Shelter Manager database is kept up to date

viii. Assist and participate in any fundraising or publicity events the Centre may hold and to actively promote the ‘Safe Haven Scheme’ and donations with Gift Aid.

4. Additional information

i. The post holder may need to drive the Establishment vehicle on Society business as directed by the Centre Manager

ii. The Receptionist will be one of the appointed person for first aid

Branch name: Llys Nini

Application formPersonal detailsTitle (Mr/Mrs/Miss/Ms/Dr):

      Other:      Surname:      Forenames:       Preferred name:      Address:      

      Postcode:      Home tel no:      Home email address:      Work tel no (if convenient):      Mobile tel no:      

Education and training detailsSecondary school/further education Dates Examinations gained with

gradesFrom To

Press tab key to create a new row or click on the next field to continue through form.

C O N F I D E N T I A L

APP REFERENCE:Reception

Please give details of additional qualifications or vocational training (with dates where possible). Please also give details of any professional qualifications and membership of any professional      

Employment detailsPresent or most recent employment

Name and address of employerand nature of business

Date joined Date left(if applicable)

Notice required (if applicable)

                       

Current/most recent position held:

     

Details of duties and responsibilities:

     

Reason for leaving/wishing to leave:

     

Previous employmentDates Employer’s

nameJob title and details of responsibilities

Reason for leavingFrom To

Employer handbook for Branches September 2012 Appendices Chapter 2 Sample application form (ext)

Press tab key to create a new row or click on the next field to continue through form.Spare time activities/interestsDo you have any business interests or spare time activities or interestsrelated to animals or animal welfare? If yes, please give details

Yes No

     

Supporting evidencePlease indicate your reasons for applying and suitability for the post using the person specification provided. Please continue on a separate sheet if necessary and use examples where possible.

Employer handbook for Branches September 2012 Appendices Chapter 2 Sample application form (ext)

Other detailsDo you hold a full current UK driving licence?(Please answer only if driving is essential for the role.)

Yes No

Do you have any other restrictions on your driving licence? If yes, please give details(Please answer only if driving is essential for the role.)

Yes No      

Rehabilitation of Offenders Act 1974Have you been convicted of any criminal offence which is not ‘spent’ under the Rehabilitation of Offenders Act 1974? Yes No For some roles you will be required to declare details of all convictions including those regarded as being ‘spent’ under the Rehabilitation of Offenders Act 1974. You will be provided with further information if this applies to you.

Asylum and Immigration Act 1996Are you currently eligible for employment in the UK? Yes No In order to comply with the Asylum and Immigration Act 1996, any offer of employment will be subject to provision of documentation showing your entitlement to work in this country.

If eligibility to work in the UK is for an agreed duration, please confirm the expiration date of your permit/visa.     

Please note, if you are not eligible to work in the UK we cannot progress your application.

Health assessmentTo fulfil our responsibilities under the Health and Safety at Work Act 1974 and ensure offers of employment do not present any particular risks from a medical point of view some formal offers of employment may require the subsequent completion of a health assessment questionnaire and medical examination (where necessary).

If you are likely to need any reasonable adjustments for the interview process, please contact the Branch. Please do this under separate cover, by way of sealed note or confidentially marked email.

Employer handbook for Branches September 2012 Appendices Chapter 2 Sample application form (ext)

ReferencesPlease give the names and addresses of at least two employment referees, one of whom should be your current or most recent employer. These should if possible cover a period of at least five years. The Branch reserves the right to contact your previous employers before an offer of employment has been made. Unless your permission is granted, your present employer will not be approached until an offer of employment has been made.

Current/most recent employer

Previous employer Previous employerName                  

Position                  

Organisation                  

Address                  

Postcode                  

Tel no                  

Confirmation of application detailsI confirm that the details I have provided on this form are correct to the best of my knowledge and I understand that any contract of employment will be jeopardised if I have misrepresented or omitted any relevant information. I understand if I am appointed information divulged in applications and forms for employment will be kept on file (both manual and computer) for recruitment, monitoring and employment purposes. Information will be stored securely in line with the Data Protection Act 1998.

I consent that if I am the successful candidate I may be subject to a health assessment as a condition of employment.

Signed:      

Date:      

(Can be signed at interview ifsending application by email.)Print name:      

Please return this application formto the address as advertised.

Llys Nini Animal CentrePenllergaerSwanseaSA4 9WB

You may email your application to the email address as advertised.

Please include the job reference number in the subject line of your email.

Royal Society for the Prevention of Cruelty to Animals

Llys Nini Cardiff to Swansea BranchWebsite – www.rspca-llysnini.org.uk

Registered charity no: 224337

Employer handbook for Branches September 2012 Appendices Chapter 2 Sample application form (ext)