Receptionist and facilities officer
One year fixed contract, maternity cover
JOB DESCRIPTION
Job title: Receptionist & facilities officer
Job purpose:
This is a front of house post, although will be working largely in a hybrid fashion. The post holder will support the head of support services across reception duties, health and safety and facilities management.
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.
Organisation chart:
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
- Process incoming and outgoing post within an agreed timeframe
- Ensure administration procedures and related documents are kept up-to-date
- Recommend department improvement opportunities and highlight any problems
- Monitor office usage, manage meeting room bookings, and ensure rooms are ready for use at all times
- Provide whatever other administrative support to the head of support services is required
1.2 Health & safety – provide assistance to the head of support on matters including:
- Risk assessments including maternity
- Management of the accident book
- DSE requirements – surveyed and actioned
- Croner annual visits
- Action Croner report findings
- Weekly check of building for H&S hazards
- PAT testing, portable and fixed
- Fire alarm testing weekly
- Fire wardens
- Fire drills
- First aiders
- First aid kit
1.3 Facilities - oversee
- Lift maintenance
- Fire alarm maintenance
- Intruder alarm maintenance
- Air conditioning maintenance
- Electricians and plumbers
- Ordering of recycling equipment
- Shredding
- Franking machine
- Liaise with mainstay – flats and access
- Keyholding company
- Liaise with our tenants on building related matters
- Liaise with cleaning company, keeping record of days worked
- Royal Mail – outgoing and incoming post
1.4 Actively promote the Association’s membership and services
- Provide accurate and informed information regarding the AOP’s services to members and prospective members
1.5 Front of house duties
- Welcome all customers warmly and professionally
- Switchboard duties
- 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
- Serve catering when booked (making refreshments, setting out lunches, tidy away)
- Maintain front of house office facilities, ensuring reception is kept clean and tidy at all times
- Securing the building at the end of the day ie 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
- Knowledge of health and safety requirements within an office environment eg completion of risk assessments
- Preparing rooms for meetings/events
- Maintaining simple systems for information storage and retrieval, diary systems, systems for messaging etc.
- Liaising with a variety of individuals
- Excellent customer service skills
Skills and abilities
- Welcoming, friendly, clear and concise communication skills face to face and over the phone
- 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, Word, Excel, PowerPoint, email and internet, ability to use CRM systems, willingness to learn new packages
- Able to operate related equipment eg printers, scanners, etc
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].
Closing date
Friday 4 February 2022, 5pm