Job Purpose:

Highly presentable Receptionist/Administrator to deliver a first-class front of house service in conjunction with the other receptionists, including (but not limited to) providing comprehensive administration support.

Lines of Responsibility:

The Receptionist is responsible in the first instance to the Receptionist Supervisor, with overall reporting in relation to the proper performance of his/her duties being the responsibility of the Office Manager.

Hours of Work:

Normal working hours are 13:00 to 18:00 Monday to Friday.  However, during the contracted 25 days holiday cover, working hours will be 08:00 to 18:00 (with a one-hour lunch break).

Detailed Duties (in conjunction with other receptionists):

1. Reception

  • Day to day running of the reception desk
  • In conjunction with other receptionists to ensure that reception desk is to be manned between the hours of 08:00 and 18:00
  • Meet and greet all visitors; offering a highly professional service at all times
  • Manage all incoming telephone calls
    • Ensure all calls are transferred with minimum delay
    • Pass accurate and timely messages to individuals

2. Meeting Room Management

  • Manage diary for all meeting rooms and ensure visitors passes are pre-ordered via building management system as far as practicable
  • Ensure all rooms are set up with refreshments / stationery for pre-booked meetings
  • Arrange refreshments and allocate rooms for ad-hoc visitors
  • Arrange in-house lunches
  • Ensure all rooms are cleared and tidied promptly following a meeting

3. Administration

  • Assist with business travel when required (appreciate “on the job” training may initially be required)
  • Arrange external lunches if so required
  • Collation and submission of petty cash on a monthly basis
  • Provide other administration support to various teams as may be required
  • Arrange couriers / taxis
  • Monitor supplies of business cards, placing orders when necessary for new joiners, etc.
  • Check invoices against orders for accuracy before passing them for authorisation
  • Monthly Lodge Card (travel) reconciliations in relation to all travel booked.

4. General Office Duties

  • Ensure that supplies of stationery and refreshments are maintained, being mindful of budgets
  • Recycling printer toner cartridges
  • Keep kitchen and storage areas are kept tidy
  • Ensure that adequate supplies of tea and coffee etc. are available in the staff kitchens
  • Distribution of post received and ensuring outgoing post is taken at the end of the day
  • Arranging archival storage on an ad-hoc basis and retrieval of same when necessary
  • Booking of loading bay for deliveries where necessary.

5. Office Management / Other

  • Manage issues arising with the office
  • Assisting the Office Manager with any ad-hoc requests as may be required