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Receptionist Job Description

Job Summary-Receptionist Job Description


To provide a comprehensive reception service and administrative support. The Receptionist will be required to provide a professional and efficient front facing service with direct interaction with staff and externals.


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Key Responsibilities-Receptionist Job Description


1. Maintain and deliver an organised and efficient reception service, ensuring all standard operating procedures are up to date and accurate, deliveries are distributed in a timely manner and visitors, and staff alike are dealt with in a highly professional manner.


2. Act as first point of contact and ensure that all visitors are received in a welcoming manner and are provided with accurate information and direction as required.


3. Fulfil administrative duties such as responding to general enquiries, placing orders, processing of payments and invoices, scheduling meetings as required, maintaining stock levels & ordering of stationary, receipting and managing deliveries including sorting mail.


4. Assist with arrangements for visitors, liaising with other departments and external bodies, ensuring all arrangements and paperwork are in place in a timely manner. Processing expenses, and taking messages to support the professional services staff.


5. Assist with event, seminars, conferences and meeting arrangements such as room bookings, catering orders, car parking arrangements, delegate packs and ad hoc administrative tasks e.g. printing, binding etc.


6. Provide cover for the administration team as and when required under the direction of management.


Elements of the Role


Planning and Organising


• The post holder will work with some independence, initiative and minimum day to day supervision from their line manager in order to arrange their workload within a set of established standard operating procedures.



• They will be expected to provide a high quality of customer service and will be able to continually demonstrate this.


• Working with their line manager and the wider professional services team, the post holder will receive work requests from a range of stakeholders and will be expected to prioritise and respond to request in an efficient manner.


Problem Solving and Decision Making

• The post holder will be expected to provide support to solutions for day to day problems as and when required by their line manager using standard operating practices and best practice guidelines.


• You may occasionally experience more unusual queries or issues, where there is no formal guidance or trouble shooting. In these cases or situations where solution is not straight forward you will refer the matter to your line manager as appropriate for guidance/resolution.


Continuous Improvement

• The post holder is encouraged to make suggestions to improvements in working methods, implementing them under the guidance of their line manager in order to ensure the smooth running of the service they provide.


• Supported by their line manager the post holder will be expected to take a pro-active approach to professional development.



• They will be expected to work collaboratively with peers in the professional services team to enhance and share best practice.


Accountability


• The post holder is expected to proactively develop a professional manner and to maintain a calm and professional working environment.


• The post holder is expected to create an excellent first impression for visitors and to provide a strong customer-oriented service.


• You will be privy to sensitive and confidential information and as such is expected to maintain high levels of confidentiality.


Dimensions of the role


This role will work closely with their line manager and other professional service staff. They are responsible for reception duties and administrative tasks. They will liaise with a range of staff and with external stakeholders, partners, contractors, and suppliers.


The post holder will work within the department in which they will provide effective and reception duties and admin support will be expected to work collaboratively with peers in the professional services team to enhance and share best practice.



The post holder will take a flexible approach to provide cover for schools and faculty activities as and when required. They will work closely with colleagues as well as regularly liaising with other departments. Externally the post holder will liaise with representatives from other Institutions and visitors.


Knowledge Experience Skills and Education-Receptionist Job Description


Qualifications and Professional Memberships


GCSE Level English and Maths or equivalent, plus some relevant work experience.

Or:

Learning gained through work experience of several years. Will include short courses and other formal training.


Technical Competencies (Experience and Knowledge)

  • Previous experience of working in an administrative/receptionist role.

  • Excellent IT Skills (Word, Excel, Outlook, Powerpoint) and ability/willingness to learn bespoke software systems

  • Experience of working to tight deadlines and managing upwards

  • Experience of diary management using MS outlook.

  • Ability to handle sensitive information in a confidential manner




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