Service Administrator /Reception

1. Take and transmit messages.
2. Give routine information as requested.
3. Process incoming and outgoing post.
4. Welcome and direct visitors accordingly in a professional and courteous manner.
5. Work cooperatively and courteously with colleagues.
6. Maintain various files.
7. Keep site notice boards updated at all times.
8. Print and copy reports and other data as assigned.
9. Maintain a professional atmosphere in the reception lobby.
10. Assist other departments as needed within the receptionist role.
11. Operate a variety of office equipment including a computer, fax machine and copier.
12. Distribute relevant PPE to all employees when requested.
13. Record and report all incoming and outgoing stock.
14. Order and distribute stationery and confectionary.
15. Request quotes from suppliers.
16. Programme and log key fobs for door entry system for employees and contractors when requested.
17. Create staff ID cards when requested.
18. Perform other related duties as assigned.

KEY RESPONSIBILITIES

• Be confidential and discreet with information.
• Operate a centralized telephone switchboard and/or system.
• Type with speed and accuracy.
• Perform clerical duties including proofreading for correct spelling and proper English grammar usage.
• Analyse situations accurately and exercise good judgment in taking effective action.
• Establish and maintain cooperative working relationships with the public and all employees.
• Meet visitors and the public tactfully and courteously.
• Learn specific rules, regulations, laws, and policies quickly and apply them with good judgment in a variety of procedural matters without immediate supervision.
• Understand and follow oral and written instructions.
• Answer questions in person or by telephone in a respectful manner.
• Efficiently work with frequent interruptions.
• Observe health and safety regulations.

• Use basic computer programs and data systems.
• Act in a positive and constructive way to help develop and maintain the coalo brand.
• Take personal responsibility for own health, safety, and welfare and that of colleagues in the workplace.
• Take personal responsibility for demonstrating the aims of the company’s equality and diversity objectives.
• Adhere to IT security and Data Protection Legislation.
• Support line management in the development of the role.
• Understand, embrace, and apply the company culture of continuous improvement.

PERSON SPECIFICATION

Applications will be scored based on information provided within the CV and, measured against criteria set out below.

QUALITY

ESSENTIAL

DESIRABLE

IDENTIFIED

Education & Qualifications

• Demonstratable experience of working in a similar role
• G.C.S.E equivalent or higher
• Customer Service qualification

From application form

QUALITY

ESSENTIAL

IDENTIFIED

Experience, Knowledge and Understanding

• Experience as a receptionist.
• Basic computer skills.
• Organisational skills.
• Good customer services
• Analytical mindset and good problem-solving skills.
• Attention to detail.
• Interpersonal skills.
• Excellent written and verbal communication.

From application form/at interview

Job Related skills

• Ability to identify business needs and provide solutions to maximise efficiency and eliminate unnecessary processes
• Exceptional time management and prioritisation skills, resilient under pressure, able to meet deadlines and able to work in a constantly changing environment.
• Ability to liaise with stakeholders both internal and external
• Able to deliver deadlines and performance targets.
• Computer literate with significant ability and knowledge of all Microsoft Office applications.

From application form/at interview

Personal Skills

• Ability to work as part of a team.
• Communicate clearly, verbally and in writing.
• A positive attitude and professional appearance.
• Enthusiastic, can respond positively to objections.
• Ability to prioritise and remain organised when working under pressure.
• Attention to detail.
• Ability to work to procedures and follow instruction.
• Flexibility to working hours in line with business needs.

At interview

Role Specific

• Ability to form and maintain relationships & gain trust and respect from stakeholders - internal and external
• Ability to communicate with staff at all levels
• Ability to adopt a hands-on approach and roll up your sleeves to get the job done
• Experience in Professional Services an advantage

From application form/at interview