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 [email protected].