Department:

Reception

Reports to:

HR Services and Facilities Manager

Job Objective/Summary:

To act as a Receptionist to the Company, and to provide administrative support to the business.
The reception is manned between the hours 8.00 a.m. and 5.30 p.m., Monday to Friday, with full cover being provided by the jobholder and the other Receptionist, on a ‘staggered’ basis of 1 x 8.00 a.m. to 5.00 p.m. and 1 x 8.30 a.m. to 5.30 p.m. with 1 hour for lunch.  Further relief for reception is provided by other support staff, as required, for absence, holidays, sickness, etc.

Main Responsibilities:

To provide a professional, high quality reception service.
To ensure that the appearance of the reception area is kept to the highest standards, to convey the appropriate image of  the company to visitors.
To receive incoming telephone calls, dealing courteously, efficiently and appropriately.
To manage the office support logging system, dealing with maintenance requests, referring to the HR Services and Facilities Manager as required.
To arrange refreshments, meeting rooms and any other requirements for meetings with clients and visitors.
To undertake the production of correspondence, reports, quotation /proposition /presentation documents, etc. on Word, Excel or Powerpoint, including photocopying, binding, as required.
To undertake administrative tasks to support office services, e.g. overview of kitchen supplies and cleanliness, travel arrangements; ordering, receipt and maintenance of stationery and other stocks; courier arrangements; meeting/diary arrangements; filing; dealing with incoming and outgoing post; collation of invoices etc and passing to accounts; general record administration; organising corporate functions.

Competencies – Essential or Desirable:

Technical, including IT:

Essential:

Good working knowledge of relevant software packages, Word, Excel, Powerpoint,  e-mail etc., with first class word processing skills.

Education and Qualifications:

Essential:

Minimum educational requirement of GCSE with passes in at least 4 academic subjects, including English.

Experience/Knowledge:

Essential:

Understanding of or the ability to quickly gain knowledge of the business, and to work as an integral part of it.

Personal Attributes/Abilities:

Essential:

A professional and welcoming manner, smart appearance, poised and confident, well spoken, with good social skills.
Excellent telephone manner, with ability to deal with straight forward queries, or knowing where to redirect to ensure resolution.
Personal qualities of maturity, discretion, judgement, with the ability to put visitors at ease. 
Ability to undertake a variety of administrative functions competently.
Willing and able to use initiative, flexible in attitude, willing to undertake a variety of tasks and adapt to changing priorities with demands from a variety of sources.
Willing to form a small team, to provide a first class reception and administrative support service to the business, making the receptionist role an integral part.