Receptionist

OBJECTIVES

PURPOSE OF JOB

To be the first point of contact and provide an exceptional service to all visitors, contractors and staff, demonstrating a professional image and ensuring GDPR compliance at all times.

To undertake a range of daily administration tasks to support The Head of Facilities and complete adhoc tasks for other departments across the business as required.

KEY ACTIVITIES

RESPONSIBILITIES

• Meeting and greeting all visitors, contractors and staff in a friendly, helpful and professional manner, building relationships with key people across the business
• First point of contact for all incoming calls filtering and redirecting as required 
• Create and issue photo I.D. cards to new members of staff, reviewing and updating building access for all staff, visitors and contractors to maintain accurate site security at all times.
• Ensure all visitors and contractors follow the Company’s GDPR compliant signing-in/out process and relevant induction
• Ensure all contractors have completed the relevant ‘Permit to Work’ and induction, renewing annually as required
• Cascade key information to the business via the internal ‘Workplace’ system in an accurate and timely manner
• Processing invoices and raising purchase orders
• Collect all post out from across the business, frank with correct postage ready for daily Post Office Collection
• Log all Work order requests for Facilities using the “Pirana” (Facilities Management software system) accurately and timely
• Using Pirana, close all completed work orders, firstly ensuring you have all required documentation, QA sign off’s as required, documents are scanned and uploaded into correct categories before filing the relevant paperwork
• Completing daily and weekly reports for Operations & facilities  
• Ensure Reception procedures are reviewed and updated regularly
• Review and update the internal telephone list and Sales Contact details
• Arranging transport and accommodation for visitors where required
• Providing administrative support to other teams across the business
• Other duties as required by the Facilities Manager, maintaining the office and Reception plants, emptying the confidential waste, weekly disabled toilet checks, monthly first aid box checks,

KEY PERFORMANCE INDICATORS

Based on annual performance objectives

CANDIDATE PROFILE:  

QUALIFICATIONS/ TRAINING

• Good basic education e.g GCSEs in English/Maths
• Formal training/education in Customer Service or Administration (e.g. NVQs) would be a benefit
• Be competent and confident user of MS Word, Office, Excel and PowerPoint

EXPERIENCE

(e.g. health care industry, multinational company, what level/types of roles etc)

• Previous Reception experience within a high profile environment
• Experience in Customer Service/Administration roles
• Conversant in GDPR legislation (Training will be provided)

COMPETENCIES

(knowledge, skills and attributes – including language requirements, ability to travel, etc) 

• Have an enthusiastic, conscientious and pro-active approach to their work
• Use their own initiative to solve any issues quickly and professionally
• Team Player but with the ability to work on own initiative
• Be able to demonstrate integrity and discretion when dealing with sensitive and confidential issues
• Be approachable and friendly, whilst always being polite and professional and have a smart appearance
• Flexible and positive 'can do’ attitude & always willing to go the extra mile
• Ability to adapt to change and flexible with hours for holiday periods
• Able to communicate at all levels
• Have excellent time keeping