Receptionist / Admin Support
The Role:
This role requires a Receptionist/Administrator to provide a professional front-of-house service to external and internal stakeholders, ensuring the smooth and efficient running of the Head Office reception area. Additionally, the successful candidate will provide support to the senior leadership team.
Key Responsibilities:
Reception duties
- Provide a welcoming and professional front-of-house service for staff, visitors, contractors, and callers with a seamless transfer from reception to host
- Ensure visitors are effectively inducted to the facilities
- Handle internal/external calls via the switchboard
- Manage incoming and outgoing post, including the use of a franking machine
- Schedule meetings and appropriate rooms using Teams and arrange catering when required
- Book travel and accommodation using the online platform in accordance with company policy
- Order stationery and staff welfare consumables and keep accurate records
- Liaise with the facilities management team in relation to repair and maintenance activities
- Maintain the HSEQ noticeboards
- Ensure charging points are managed effectively
- General housekeeping of reception area, meeting rooms, canteen, and communal areas - keeping worktops and fridges tidy, loading/unloading the dishwasher, keeping milk supplies topped up
- Demonstrate high standards of personal appearance and tidiness in the reception area
Administration Support
- Prepare letters and reports on behalf of the board
- Provide support with the organisation of corporate events
- Good level of competence with Microsoft Office including Word, Excel, Adobe, Teams and Sharepoint
Key Measures & Targets:
- Ensure calls are answered promptly and professionally and are directed to the appropriate person
- Travel bookings are correct and fall in line with company policy
- Minimise spending on stationery items through knowledge of products and suppliers
- Complete administration tasks within given timeframe
- Effective management of meeting rooms
Key Relationships:
- Barhale and BCS Employees
- Visitors including clients, suppliers and community partners
- Callers
Person Specification:
The successful candidate is likely to meet all the following criteria:
Essential
- Previous experience in managing a reception desk and using a switchboard
- Proficient in general office administration and the use of Microsoft Office including Sharepoint
- Excellent verbal and written communication skills
- Takes an enthusiastic and proactive approach, with the ability to work on own initiative
- Personable with a professional and confident manner
**Ability to cover job share sickness and holiday as and when required for the following hours 8am-1:30pm Mon-Thurs and 8am-12:30pm Fri