The role will be to provide part-time coverage of the reception desk, Switch Board and provide administrative support. Reception duties will include the management of the front desk reception and Switch Board, act as the first point of contact for the main reception providing information and sign-posting for a wide range of visitors and callers to the Switch Board.

KEY RESPONSIBILITIES

Operational Objectives

Reception

• Provide lunch-time and holiday cover.
• Meet and greet visitors at front desk reception.
• Dealing with deliveries and booking online couriers.

Switch Board – To manage the switch board to its capacity which includes the following:

• Operating the Switch Board and managing calls in an effective manner.
• Monitoring calls with similar questions and relaying this information to the relevant section.
• Managing the voicemail for out of hour messages.

Meeting room bookings

• Booking internal meeting rooms as required.
• Check meeting room calendar daily and notify facilities if required.
• Ensure information about meeting rooms is updated and circulated to staff regularly.

Building/Health and Safety

• Organise building access to employees at the weekend.
• Update car park records and maintain fire roll call.
• Ensure there is a sign-in book available for all staff members and visitors.

Orders

• Ordering of all printing matter, for stationery requests and catering for meetings.
• Ordering cleaning and canteen supplies for bathrooms, liaise with cleaning and canteen staff.
• Stock take as necessary.

Travel – It will be necessary to assist the travel co-ordinator in relation to the below

• Ensure that good communication is maintained with travel agents and other travel contacts.
• Log all travel for statistic and insurance purposes
• Ensuring that all travel request received from the travel inbox are dealt with promptly.
• Ensure that all travel booked for the organisation is in compliance with the guidelines.

Event Management – To assist and provide cover to the event co-ordinator in relation to the below

• Manage events in respect of the organisation of all internal and external events.
• Ensure strong communications with suppliers and meeting host and understand the objective of hosting the conference.
• Ensure that the event management software is appropriately used for events.

QUALIFICATIONS AND EXPERIENCE

– To be considered for this post, candidates must have

• Minimum of two years’ experience working in a Reception (including Switch Board).
• Excellent interpersonal and communication skills.
• Strong administrative experience.
• Excellent planning and organisation skills.
• Ability to engage with employees and stakeholders, and understand their needs.
• Ability to use initiative and maintain output & productivity.