Receptionist And Office Coordinator

Who are we?

Clearcast is a television advertising services company owned by commercial TV broadcasters ITV, Sky Media, Channel 4 and Warner Media. 

Its core service provides pre-clearance of TV and Video on Demand (VoD) ads to ensure they don’t cause harm, mislead or offend by checking they meet the requirements of the UK Code of Broadcast Advertising and the UK Code of Non-broadcast Advertising codes.

Clearcast is a partner in the advertising process from script to screen and offers additional services to make it easy for brands to advertise responsibly. These commercial services include CPD Training, Fast Track Clearance and Copy Development. More recently, Clearcast has grown its service offerings which include the delivery and subtitling of ads and a full TV Admin service.

Clearcast Values and Behaviours

• We are people focused - Our customers and our people are at the heart of everything we do
• We keep things simple - We try to streamline processes and avoid jargon
• We are innovative - We offer creative solutions to overcome issues and speed up service
• We are expert - We are always up to date and share our expertise
• We care - We are constantly pushing for better, for our people, local community, and industry

The role

We are on the lookout for an enthusiastic and dynamic individual to join our support team. As first point of contact, you will play a pivotal role in providing an excellent first point of contact service to our telephone customers and external visitors to our offices. You will assist the HR and Office Manager in ensuring the smooth running of the office, with a view to provide excellent continuous service and support to Clearcast employees and customers.

The role encompasses managing the front desk area and Offices, ensuring office supplies are stocked up, health and safety is maintained, surroundings are always kept tidy and presentable, and switchboard is operated effectively.

What will you be doing?

Reception and Switchboard

• Responsible for operating Clearcast’s switchboard
• Providing a full reception service including, receiving visitors arriving at Clearcast offices and announcing visitors to Clearcast staff
• Making sure the reception and visitor seating areas are clean and organised
• Keyholder responsibilities - Opening up and closing of the office in the morning and evening
• Maintain and update the Agency Distribution List as instructed by the Copy Clearance team
• Monitoring the cover team inbox and redirecting queries

Office Coordination

• Arranging taxis and couriers for staff and visitors
• Preparation of refreshments for meetings booked and ad-hoc events such as leaving drinks and external use of Clearcast space
• Manage meeting room requests and prepare the rooms as necessary (including helping with AV equipment set up etc.)
• Collation and distribution of in-coming and out-going post
• To participate actively in a H&S reporting role, ensuring staff follow health and safety practices and reporting any issues the HR and Office Manager
• Monitor Fire Warden and First Aider list to ensure we are adequately covered and arrange training as necessary
• Arrange all periodical maintenance and health and safety visits
• Facilities Management: log, report and monitor defects
• Responsible for all office supplies including milk, tea, coffee, snacks, stationery and hygiene and cleaning products
• Assist the HR and Office Manager with ad hoc projects
• Regularly liaise with our suppliers including the cleaning team and building management team
• Arrange and manage the masseuse and yoga visits

Knowledge, Skills & Experience

• Demonstrable experience of having an excellent telephone manner
• Demonstrable experience of having good organisational skills
• A desire to contribute a positive work environment
• The ability to build good working relationships with other members of staff
• Ability to multitask, use initiative and willingness to take on additional tasks
• The ability to work alone, using own initiative in a pro-active manner, as well as the ability to act as an effective team player
• Friendly, welcoming demeanour to all visitors
• Ability to deal with confidential and sensitive information in a respectful manner

 What we offer

This is a part-time role Wednesday – Friday 9.00am – 5.30pm and Office based.

Contract – 12 months fixed term

Salary - £27,560 PRO RATA TO, £16,536

We also offer a range of benefits to support your wellbeing, financial health and work-life balance.

• Buy and Sell annual leave scheme
• Bupa Private Medical Insurance
• Employee Assistance Programme
• Group life insurance
• Group income protection
• Free yoga
• Free massages Cycle scheme
• Reward Gateway discounts
• An additional day of leave for your birthday and at Christmas
• Season ticket loan
• Enhanced Maternity, Adoption and Shared Parental Leave

To apply for this opportunity please send your CV and covering letter to [email protected]

Deadline for applications – Thursday 8^th February 2024

Interviews – Thursday 15^th and Friday 16^th February 2024