Administrator Receptionist

Office Administrator/Receptionist 

An opportunity has arisen for an experienced Office Administrator to join a leading establishment based in Belfast.

This is a Full-Time, Temporary Position to start on the 26th of February 2024 (initially for 4 weeks).

Working Hours: 36.25 hours per week (8.30am – 4.30pm).

With an hourly rate of £12.46 - £12.67 (dependent on experience).

Job Purpose:

You will be responsible for providing full administrative support to the team as well as reception duties.

Essential Criteria:

• Previous Administration experience within a similar role.
• Possess excellent ICT skills.
• Excellent communication skills both written and verbal – with the ability to communicate with stakeholders at all levels.
• Ability to manage and prioritise a busy workload while adhering to tight deadlines.
• Experience of dealing with confidential matters and understanding of data protection responsibilities.
• Good organisational skills.
• Ability to work on your own initiative as well as part of a team.

Main Duties and Responsibilities:

• Receive, advise and assist visitors as required in a prompt, pleasant and professional manner.
• To operate the door entry access system and allocate visitor/contractor passes.
• To operate the telephone switchboard system.
• Deal with all calls in a prompt, pleasant and professional manner; accurately recording messages and passing messages or queries to the relevant member of staff.
• Deal with queries and enquiries at the reception point in a prompt, pleasant and professional manner.
• Record absences and sign ins for late/left early.
• Record details trips and appointments.
• Highlight signing out without permission and those not signing in and advise relevant staff of this accordingly.
• Publish relevant attendance reports such as absence reports on a timely basis.
• Co-ordinate and oversee the publication of the daily announcements.
• Coordinate response returns.
• Comply with the Data Protection Policy and best practices for Data Protection to ensure that all personal data is secure and only released as appropriate.
• Ensure that the front office is secure and locked at the end of the day and when not occupied.
• Collate material for distribution.
• Sort, screen and distribute mail to relevant staff ensuring that staff pigeon-holes are correctly labelled and updated.
• Deal with outgoing mail – including the franking of all mail ensuring correct rates are used and
• the submission of outgoing mail to the local Post Office on a daily basis.
• Ensure that sufficient resources are ordered and maintained in respect of office administrative requirements e.g. franking machine supplies, ordering of diaries for staff.
• Manage incoming deliveries and ensure that foyer is kept tidy and presentable for visitors.
• Issue car badges to members of staff.
• Provide word processing/filing/duplication/data processing (e.g. use of spreadsheets/mail merge/filing) and photocopying in support of administrative processes including the use of email and internet as appropriate.
• Ensure the secure storage of valuable items including mobile phones and confidential documentation.
• To maintain all office forms.
• Provide cover for the Office Manager during lunch breaks and at other times.
• Attend relevant courses or training to develop skills.
• Carry out any other appropriate duties within the general remit of administrative staff or attend training as requested.