JOB DESCRIPTION AND PERSON SPECIFICATION

Transcription

1 JOB DESCRIPTION AND PERSON SPECIFICATION Job Title: Reports to: Location: Hours: Salary: Receptionist/Office Assistant Office Coordinator Kentish Town Road, London NW1 9PX 37.5 hrs per wk (Mon - Fri, 8.30am-5.00pm or 9.30am-6.00pm, as required) Competitive Job Context HTA is a partnership of diverse talents working in collaboration towards the objective of creating great buildings and places for living in. We aim in everything we do to make a quality contribution to this purpose and thus to benefit society at the same time as meeting and exceeding our clients expectations. We aim to be profitable so that we can share the rewards in terms of remuneration and benefits for our team, and to set out a transparent vision for the practice succession so that all members of the team can plan career progression to share in ownership and management. Our aim is to create an organisation that develops the careers of our people in addition to project work through a planned programme of learning and development, as well as one with a nurturing and sociable environment. Our approach to employee development and wellbeing is informed by 15 years accreditation as Investors in People and is referred to as HTA+ 1

2 Our clients and visitors are very important to us and our support team plays a critical role in delivering an excellent service to ensure that their experience of our organisation is welcoming, organised and professional at all times. HTA's office support team is comprised of a Partner responsible for overseeing premises and facilities, an Office Coordinator, a Receptionist/Office Assistant and the Catering team. Together they work to ensure the smooth and efficient running of all office operations. Job Purpose The Receptionist/Office Assistant provides support to the London office staff as directed by the Partner or Office Coordinator. They will act as the face and voice of HTA being the first point of contact for all clients and visitors, providing reception and support services in a helpful and efficient manner. The Receptionist/Office Assistant will report to the Office Coordinator on a day-to-day basis, but will also report to other managers for tasks specifically assigned by them. Key Responsibilities Reception Provide the professional, friendly and approachable face of HTA for all clients and visitors, attending to them on arrival, offering refreshments where appropriate, and ensuring that their HTA contact is promptly made aware of their arrival. Keep Reception manned at all times except during lunch hour or when relieved for other duties. Maintain the reception area in terms of tidiness, professional appearance and health & safety requirements. Update and maintain displays and reading materials. Liaise with ground floor reception and maintain HTA's staff and visitor signing in and out book. Regularly check and disseminate messages left on the Reception voice mailbox to the appropriate persons, including ensuring that messages relating to staff absence/sickness are relayed to both HR and relevant line managers each morning. Review and monitor the staff leave calendar each morning for the purpose of informing callers if staff members are away from the office. In addition to informing the catering team of changes to lunch numbers, lunch 'keeps' and providing details of any other catering requirements for the day. Answer incoming telephone calls in a welcoming and professional manner as promptly and efficiently as possible and transferring calls to appropriate members of staff. Answer general enquiries relating to HTA's aims and objectives or refer to an appropriate member of staff in relation to specific or technical enquiries. Take and send telephone messages on behalf of all HTA staff via or transferring calls to voic when appropriate. Ensure enquiries sent to HTA's info mailbox are dealt with promptly and efficiently. 2

3 General Office Duties and Administration Carry out regular checks of selected office areas of responsibility (reception, meeting rooms, lunch area, toilets) in terms of tidiness, consumables and equipment (e.g. light bulbs, plants, waste bins, toilet paper, soap etc.) Ensure Stock/Print Rooms are kept neat and tidy at all times by carrying out daily spot checks. Co-ordinate collection and retrieval of all storage/archive files and ensure files are kept upto-date. Book and deal with couriers and deliveries ensuring the delivery of goods direct to storerooms and ensure appropriate staff members are informed immediately of receipt of their deliveries. Distribute all incoming post and frank all out going post/special deliveries. Ensure office stock levels are adequate to support the office function (e.g. stationery). Maintain and order office stationery supplies within budget and manage related invoice processing. Organise internal meetings as requested, adhering to company policy, and arrange refreshments. Manage and monitor the meeting room booking systems and inform the catering team of any meeting hospitality requirements in a timely manner. Set up/clear up meeting rooms including cupboards and audio visual equipment. Order, arrange and clear away refreshments/lunches for meetings. Make general announcements as required via staff s. Assist the Office Coordinator with day-to-day facilities management. Assist project teams with project administration, as required. Escalate complaints or faults with PC's, the telephone system and office equipment to the Office Coordinator. Run other reasonable errands and undertake other general administrative duties as directed by the Office Coordinator, as and when required. Organisational Responsibilities Where appropriate, all HTA staff are required to: Take ownership of, and contribute to, internal and external communications activity both in their job role and as part of HTA's overall strategic objectives. Demonstrate a personal commitment to embracing and promoting a positive approach to the achievement of acceptance, openness, and equality of opportunity at work for people from under-represented groups (i.e. such as those with disabilities and from the Lesbian, Gay, Bisexual and Transgender and Black, Asian and Minority ethnic communities). 3

4 Promote and develop individual and company-wide activities which support and enhance environmental sustainability and health and safety objectives. Establish good working relationships with both internal and external clients and provide a high quality service which meets their needs. N.B. This job description is not intended to be either prescriptive or exhaustive; it is issued as a framework to outline the main areas of responsibility at the time of writing. PERSON SPECIFICATION Essential Experience Proven experience of working as a Receptionist/Office Assistant is essential, switchboard operation experience is desirable. Proven office administration experience. Essential Skills Excellent verbal and written communication skills, including the ability to communicate effectively by telephone, and in person with a wide range of people. A good standard of education including a high standard of English, both written and spoken. Effective time management and organisational skills with the ability to multi-task and prioritise workload effectively. Exceptional customer service skills with a friendly manner and a 'can-do' attitude. Excellent interpersonal skills with the ability to work proactively as a member of a small, busy team. Ability to use initiative and work autonomously. Attention to detail and ability to produce accurate work. Willingness to learn and use initiative to develop efficient working systems within the office team. Good IT skills, including the effective use of all MS Office software (specifically Word, Excel and Outlook). Other Essential Criteria High level of personal presentation. Good general health with the ability to lift and carry items/boxes of a reasonable weight and size. Desirable Experience and Knowledge Manual Handling certificate. Fire Safety/Warden and/or First Aid certificate. 4

5 A good knowledge of Health and Safety at work. 5