Receptionist

Job description

Job title:  Receptionist

Job purpose:  Provide day to day administration ensuring the smooth running of reception

Reports to:  Head of Support Services

Directorate:  The Support Services team consists of the front of house reception staff and the Head of Support Services.  

Hours:  12.00 - 17.30 Monday to Friday, but must be able to swap shifts on occasion to 08.00 – 13.30 to cover annual leave.  This is a fixed term contract for six months.

1.   Duties and key responsibilities

1.1  Administrative support

  • Provide courteous, accurate and timely level of customer service 
  • Respond promptly, adhering to GDPR regulations, to incoming calls, faxes and emails, forwarding them professionally and efficiently to the appropriate recipient within an agreed timeframe 
  • Monitor stationery stock levels, ensure general office duties are carried out when scheduled
  • Ensure catering orders are submitted in sufficient time and correctly recorded
  • Ensure administration procedures and related documents are kept up-to-date
  • Recommend department improvement opportunities and highlight any problems
  • Manage meeting room bookings, and ensure rooms are ready for use at all times

1.2  Actively promote the Association's membership and services

  • Provide accurate and informed information regarding the AOP’s services to members and prospective members

1.3  Front of House duties

  • Welcome all customers warmly and professionally
  • Sign for all items delivered and promptly inform relevant person
  • Arrange cabs and couriers as and when required
  • Manage the set up and maintenance of all the meeting rooms, including setting out lunches and refreshments for external meetings 
  • Maintain office facilities, ensuring the building is kept clean and tidy at all times, some hands on help occasionally required when the need arises, cleaners attend every evening
  • Perform facilities/building quality checks when scheduled
  • Securing the building at the end of the day i.e. windows, security grids

2.   General responsibilities

  • Be proactive in keeping up to date with developments affecting your work at hand and maintain and improve personal competence through continuous professional development
  • Operate within organisational policies, codes of conduct and practice and work collaboratively with staff across the association
  • Contribute to team meetings and organisational priorities, strategic goals and performance targets
  • Be flexible and carry out other associated duties as may arise, develop or be assigned within the broad remit of the post

3.   Person Specification

Experience

  • Providing reception duties preferably within a membership organisation
  • Preparing rooms for meetings/events, setting out catering and refreshments 
  • Maintaining simple systems for information storage and retrieval, diary systems, systems for messaging etc.
  • Liaising with a variety of individuals
  • Customer service skills
  • Can-do attitude, willingness to help

Skills and abilities

  • Welcoming, friendly, clear and concise communication skills face to face and over the phone
  • Using a switchboard
  • Writing skills to be able to produce written communications, paying attention to detail
  • Prioritise and manage own workload and work under pressure
  • Pro-active approach and can maintain good working relationships at all levels
  • Up to date IT skills, including Microsoft Office, ability to use Access, Word, Excel, PowerPoint, e-mail and internet, willingness to learn new packages
  • Able to operate related equipment e.g. printers, scanners, etc
  • Possess knowledge of basic data protection

Knowledge

  • Office technology systems such as databases, networks and internet
  • Good understanding of GDPR principles and processes
    Customer service principles and practice

Education/training

  • Qualification to GCSE level or equivalent standard

Personal attributes and other requirements

  • Flexible and adaptable with the ability to work in a changing environment and manage multiple work activities, projects and deadlines.
  • Reliable and a good timekeeper
  • A confident and friendly style, and remains calm under pressure

To apply

If you are interested in applying for this position, please send a covering letter, explaining your suitability for the role, and your CV to janicephillips@aop.org.uk.