Your role is to act as first point of contact for the public in order to make appointments and signpost to various sources of information and advice. Also you will be meeting and greeting clients at reception, answering phones, taking messages and carrying out basic administrative tasks.

What you'll be doing

As a volunteer receptionist, you duties will include:
  • Answering the phone and addressing the needs of the client
  • Dealing with enquiries that come in via email, post and phone
  • Welcoming visitors and service users
  • Answering the telephone and redirecting calls to appropriate members of Staff and take messages
  • Complete appointment bookings over the telephone and in person
  • Enter bookings onto in office system and into in office diary
  • Provide general administration support
You will also be expected to work co-operatively with all members of staff and adhere to the values, policies, practices and procedures, undertaking training as appropriate to develop skills.

“Each day is different and can be very challenging but knowing you are making a positive difference is very rewarding”.

Advice NI volunteer

What you'll need

A volunteer receptionist requires the following skills/qualifications:
  • The ability to work on own initiative and without close supervision but be able to ask for help when you need
  • Friendly, welcoming manner
  • Excellent telephone manner and people skills
  • Good verbal and written communication skills
  • The ability to remain calm in a busy environment
  • Methodical approach & Attention to Detail
  • Good IT skills including Word, Outlook Express and Excel
  • Understanding of issues surrounding confidentiality
  • Working in compliance with policies and procedures
  • Willingness to undertake any other duties and training as reasonably requested

Training and Support

You will be given the following training and support:
  • Induction to organisation
  • Full training on all aspects of the role
  • Ongoing training and support will be given as required and you will have opportunities to meet with the staff members and volunteers
  • Regular updates on organisational activities
  • Daily support, advice and guidance, from Volunteer Coordinator and Manager
  • Quarterly Support and Supervision
  • Coaching and Mentoring when required
Out of pocket expenses will be reimbursed in line with the charities travel and expenses policy.

Download the full receptionist volunteer role description