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Receptionist Administrator – £12.62ph plus holiday pay – Central London


Receptionist Administrator – £12.62ph plus holiday pay – Central London

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Receptionist Administrator – £12.62ph plus holiday pay – Central London

Start ASAP for three months initially, extension possible

 

* The role holder will be based between Holburn and Bloomsbury *

           

MAIN PURPOSE OF THE JOB

Responsible for providing comprehensive, high-level front of house service. This is a varied role, working to several members of staff, across several departments and across multiple areas of responsibility.

The role involves face-to-face and written communication with students and the public, so a polite, customer-focused attitude is essential. The ideal candidate will have an enthusiastic and proactive approach and will be able to work independently, as well as part of a team within a relaxed and friendly environment.

 

KEY RESPONSIBILITIES AND OUTCOMES

Reception duties

  • To ensure that the reception area is tidy and presentable at all times.
  • To be the first point of contact for enquiries.
  • To disseminate information on a daily basis to staff, students, colleagues and members of the public.
  • To liaise with landlords, facilities and security teams.
  • To liaise with the Senior Facilities Administrator to ensure that department’s front offices are manned during core.
  • To support department access arrangements; to request and issue passes and keys and allocate lockers.
  • To ensure efficient management of the incoming / outgoing post.
  • To arrange couriers and to collect and deliver packages.
  • To undertake basic maintenance to ensure efficient running of offices.
  • To maintain office noticeboards.
  • To deal with maintenance and facilities issues as required; reporting and following up on any maintenance issues to Estates.
  • To report office equipment faults and chase up repairs with external suppliers.
  • To be responsible for meeting rooms, kitchen and contemplation room. This includes presentation, equipment maintenance and maintaining the bookings calendar.
  • To replenish daily the communal vending facilities, photocopiers and printers; monitoring stock levels and arranging replacements when low.
  • To record copier and other equipment meter reading, serial numbers and other identifiers, keeping records of contracts where necessary.
  • To assist with desk moves.
  • To provide support to the organisers of and visitors attending meetings, conferences and seminars.
  • To order refreshments for departmental functions.
  • To order stationery and other minor office supplies and to maintain a well-stocked, itemised stationery cupboard.
  • To oversee one-off projects as directed by the Senior Facilities Administrator.

Health and Safety

  • To deliver local safety inductions to all new students and staff.
  • To maintain an awareness and observation of Fire and Health & Safety Regulations.
  • To continue development of skills and knowledge in work practices, policies and procedures.

Administrative support

  • To provide general administrative support, as necessary, to ensure the smooth running of the department’s buildings.
  • To record and maintain a “snag list” for all reported defects.
  • To give practical support to new staff and students i.e. safety and operational induction, signposting to other services.
  • To develop and update information in the department’s building user guides.
  • To maintain lists of key personnel (e.g. Fire Marshalls, First Aiders).
  • To manage the distribution lists.
  • To keep an up-to-date record of space utilisation.
  • To organise, minute and follow-up on actions relating to the occupants’ meeting.
  • To assist the Senior Facilities Administrator with activities relating to office moves (e.g. desk numbering, key collecting and re-issuing).
  • To provide routine administrative support to staff, for example photocopying, filing etc.

 

PERSON SPECIFICATION

Skills and/or Abilities

  • Computer literate, including Word, Excel, Outlook, email and internet.
  • Clear verbal and written communication skills (including accurate grammar, spelling and punctuation).
  • Good interpersonal skills and the ability to liaise with a variety of people.
  • Ability to prioritise and organise own workload.
  • Ability to work under pressure and deal with high volumes of processing.
  • Ability to enter data accurately and thorough attention to detail.
  • Ability to work independently and as part of a team.
  • Ability to work confidentially and pro-actively.
  • Be willing and able to learn and use new systems quickly.
  • Commitment to high quality service provision.

Experience

  • Administrative work in a busy office environment.
  • Experience of working in a customer focussed environment, acting as first point of contact for visitors and enquiries.

 

 

Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

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