Receptionist (Fixed Term Maternity Cover)

Telephone

Responding to all external calls in a cheerful, pleasant manner by saying ‘Good Morning/Good Afternoon Punter Southall’. Ensuring that all calls are answered within three rings and transferred to the correct person.

Announce all calls and take messages as appropriate.

Post and deliveries

Sorting, stamping and delivering incoming post.

Keeping a log of important documents received.

Franking and sorting outgoing post.

Accepting deliveries where appropriate

Organising couriers as and when required.

Dealing with the delivery of couriered items and ensuring their intended recipient is aware of the delivery.

Unpacking of deliveries and organisation of disposal of sensitive documents (both which may involve some lifting).

Managing the ordering and return of archived material with external provider.

Meetings and visitors

Accepting Meeting and Boardroom bookings via the Microsoft Outlook system and if necessary contacting meeting organisers if changes are required. Resolving any room availability issues that may arise.

Setting up and clearing meeting rooms, provision of refreshments and/or the organisation of lunches. Ensuring meeting rooms are kept clean and tidy and equipment is ready for meetings.

At the beginning and end of each day, checking the Boardroom/Meeting room logs and ensuring that refreshments and sufficient chairs have been organised for the day.

Ordering and setting up of lunches where required and clearing rooms upon completion of lunch.

Greeting and looking after all visitors, ensuring they sign in and are provided with visitor badges, including employees from other offices within the Company.

Taking visitors’ coats and/or personal belongings and ensuring these are placed in safe keeping.

Directing guests to the relevant meeting room and informing the necessary parties of their arrival.

Ensuring the return and sign-out of visitors when leaving the premises.

General

Keeping a log of the whereabouts of staff.

Ensuring that the reception area is kept tidy at all times, that company literature and reading materials are provided in the waiting areas.

Tending to the plants and flower arrangements, re-ordering when necessary.

Providing refreshment supplies as required and ensure that adequate supplies are available at all times.

Demonstrating flexibility and willingness to provide cover for other members of staff shift patterns in periods of sickness or holidays, which may be at short notice.

Ad-hoc general reception administration duties.

Profile

The successful candidate will demonstrate the following skills, experience and personal attributes:

Smart and presentable appearance at all times. Dress code is at the smart end of smart casual and overall well groomed.

Previous reception and telephony experience in a corporate environment (for information purposes our internal telephony system is Avaya, although full training on this system will be provided to the successful applicant).

Personable, professional and welcoming attitude at front desk.

Good communication skills – confident, clear and articulate.

Pleasant and well developed telephone manner essential, possessing an engaging and friendly nature.

Well developed listening skills.

Good accuracy and attention to detail skills.

The ability to remain calm and project a professional image at all times.

Well developed customer services skills.

Knowledge of Microsoft Outlook.

Excellent interpersonal with the ability to empathise with others.

A bright, proactive and “can do” personality.

A good team player with a willingness to assist their colleagues.

Ability to deal with unexpected situations e.g. last minute meetings, unexpected visitors etc.