Receptionist

Receptionist FTE £25,000 - £29,000 (Part Time = 4 days pw) (100% office based)

London, W1

Reporting to Office manager

Responsibilities

• Taking and directing calls, through our switchboard (8x8)
• Completing general and specific administrative tasks for varying departments, includingfiling,filling out accounting forms,deliveringand accepting mail
• Opening, sorting and scanning mail
• Maintaining the upkeep of reception area
• Keeping basic office supplies like pens stocked and accessible to visitors
• Ordering supplies for the rest of the office
• Managing the front desk sign in device and associated portal
• Collating & reporting footfall statistics
• Signing visitors & supplying them visitor's badges (if required)
• Working with the Events and Training teams, providing visitor and guest management
• Using speaker system as needed to speak to visitors via the intercom as a security check
• Maintaining front door security and reporting any suspicious activity to the Office Manager
• Maintaining and keeping on top the meeting room booking system
• Maintain Meeting room standards and presentation
• Assisting with meeting room set-ups and clear downs
• Promoting our meeting rooms externally to generate income
• Logging staff sicknessand maintaining records for the People & Culture Team
• Arranging catering for meetings and daily office use
• Scheduling courier and travel arrangements
• Greeting visitors to the facility warmly and offering them assistance
• Providing customer support and taking messages
• Answering questions about products or services offered via Live Chat function
• Monitoring and answering questions that members or the public have via Live Chat function
• Managing the Info inbox and responding & forwarding in a timely manner
• Answering questions about office hours and who is in the office at any given time
• Interacting with other departments such as IT when staff and visitors need more technical assistance
• Scheduling appointments and meetings
• Representing the business with a positive attitude and professional appearance
• Covering the Office Management team duties in times of absence
• Required to work outside normal working hours and extra days from time to time

Person specification

• Reception, administrative and good customer service experience
• The ability to deal tactfully, calmly, and effectively with a wide range of people from within and outside the organisation
• Excellent telephone mannerand the ability to communicate effectively at all levels
• Experience of using switchboard and in-house IT systems
• Experience of dealing with the public
• Previous experience of working in a team
• Knowledge of Microsoft Office software
• Able to communicate effectively both orally and in writing
• Ability to use own judgement, resourcefulness and common sense
• Ability to work without direct supervision and determine own workload priorities
• Able to work under pressure and able to work in a changing environment
• Pleasant and articulate manner
• Flexible in relation to working hours & days
• Good attendance record in previous employments

• An understanding, acceptance and adherence to the need for strict confidentiality
• Approachable & positive attitude
• Good general education, GCSE grade A-C, or equivalent, in English & Maths
• Customer service qualifications desirable