JOB DESCRIPTION. Provide administrative support as required by the Office Manager and/or Office Management Administrator.

Transcription

1 JOB DESCRIPTION Job Title: Location: Reports To: Receptionist Leeds Office Manager Date Prepared: January 2016 PURPOSE Providing a first class front of house service and ensuring a pleasant, clean and safe working environment for staff and external visitors. Provide administrative support as required by the Office Manager and/or Office Management Administrator. NATURE & SCOPE The job holder is a member of the Office Management team and reports to the Office Manager, with day-to-day support and supervision in the Leeds office from the Office Management Administrator. As this role is first point of contact between the organisation and our members/key stakeholders, it is essential for the post holder to demonstrate a strong customer service ethos and provide a present a positive image in appearance, conduct and efficiency. The post holder should provide a friendly and professional front of house service to all external and internal visitors. They will be expected to form positive working relationships with staff across the organisation and be seen as a friendly first port of call. The post holder will support the Office Manager in the running of the office on a day to day basis. The receptionist is also required to be a first aider and fire warden.

2 STRUCTURE CHART Office Manager (London) Receptionist (London) 1 FTE Receptionist (Leeds) Office Management Adminstrator (Leeds) ACCOUNTABILITIES Maintain a pleasant and tidy reception area which makes a good impression on visitors Deal efficiently with all visitors, phone calls and enquiries, providing excellent customer service and putting them in contact with the person required, in line with agreed standards of service Undertake the roles of Fire Warden and First Aider Work closely with the Office Manager and Office Management Administrator to ensure the office meets the relevant Health and Safety requirements, including maintaining an accurate record of visitors for fire safety purposes Receive incoming mail; sort and frank outgoing mail Ensure the reception, kitchen and stationery areas are kept tidy and clear of rubbish Check answer phone for messages on arrival and forward to appropriate department as quickly as possible Book lunches, taxis and couriers and maintain a record of bookings as required Support effective and efficient management of meeting rooms, including providing support as required to ensure that any equipment requirements are set up prior to the meeting. Ensure equipment is operational. Where necessary make arrangement for repairs, servicing (i.e. alarms, photocopiers, etc.). Liaise with office service contract providers to ensure efficient service delivery (i.e. franking machine, cleaning contractors).

3 Maintain stock control for stationery and provisions to ensure timely ordering and maintain records Support the Horizon Leeds Conference Centre as required by redirecting guests and providing ad hoc assistance during busy events Undertake ad-hoc duties as and when required by the Office Manager and support the Office Management Administrator as required KNOWLEDGE, SKILLS AND EXPERIENCE Including Career Path to role The job holder would be expected to have solid front of house customer focused experience in a busy office setting. A good knowledge of office administration with reception experience is needed to be able to do the job effectively and to provide the correct information to enquiries within the organisation. Pleasant and friendly personality, and telephone manner Well presented Ability to prioritise; well organised and able to work to deadlines Ability to work unsupervised as part of an effective team Ability to provide support on a range of administrative tasks Good communication and organisational skills Good knowledge of IT; Word, Excel and Outlook SAFETY Health and Safety at Work Act The jobholder is required to take reasonable care for the safety and health of themselves and others who may be affected by their acts; and to co-ordinate with management in the promotion and maintenance of health and safety measures.

4 SIGNATURES Jobholder Name Signature.. Manager Name.. Signature Director Name.. Signature

5 PERSON SPECIFICATION Job Title: Receptionist ATTRIBUTES ESSENTIAL CRITERIA DESIRABLE CRITERIA DEMONSTRATED BY Qualification A good level of English Language and Maths (GCSE A C or equivalent) Recognised qualification in office administration Interview or Experience Knowledge Skills Experience of providing excellent customer service in a busy office setting Solid reception experience An understanding of standard office procedures A sound knowledge of the Windows Office suite; Word, Excel and Outlook Good telephone manner pleasant manner and clear voice Good communication and organisational skills Proactive, adaptable and flexible approach Ability to prioritise; well organised and able to work to deadlines Ability to work unsupervised as part of an effective team Ability to provide support on a wide range of administration tasks Ability to discretion Understanding of Health & Safety issues Interview or interview or interview or