Administrator/receptionist

3 weeks ago

Inverness, United Kingdom Richard Irvin FM Limited Full time

**Role Summary**

The post holders will provide administrative and reception services in line with contract specifications. Saturday & Sunday plus 3 days over Mon-Fri. Also including holiday cover between 7.45am and 9.00pm.

**Main Responsibilities**
- Provide clerical support for the Management Team together with the preparation of other services relating to the UHI House contract.
- Ensure records are correctly filed.
- Undertake administrative duties including:
- Providing administrative support to the RIFM Team
- Logging Helpdesk requests
- Maintaining records
- Compiling reports
- Ordering stationery
- Administration of purchasing
- Taking meeting minutes
- Maintain key and access card security, ensuring that any key and access card issues are logged, signed for and returned.
- Welcome visitors to the premises, provide information and directions, contacting Client staff as necessary.
- Follow the building Room Booking Policy and other RIFM Procedures to make bookings on behalf of Tenants and Clients on the UHI House booking system. Run reports as directed to provide information to Support Services and Clients. Ensure re-confirmations are undertaken to maximise room usage.
- To operate at all times with safe working practices with due regard to Health and Safety regulations, COSHH, Control of Infection, waste disposal, etc in accordance with legislative requirements and policies and procedures of RIFM.
- Receive incoming telephone calls and small deliveries. Direct these as appropriate.
- Maintain a record in Reception diary of relevant happenings for future reference.

**Health, Safety, Environment and Quality (HSEQ)**
- Promote safety-at-work in accordance with RIFM, Client and Legal requirements.
- Participate in HSEQ training and HSEQ personal development
- Compliance with and commitment to RIFM’s HSEQ policies and procedures.
- Take reasonable care of yourself, others and the environment through your acts and omissions.
- Report any unsafe conditions, behaviours or acts.
- Fully participate in HSEQ inspections and compliance auditing including the completion of mandatory HSEQ training.
- Adhere to the controls described in risk assessments, permit to work and highlight any shortcomings in the existing controls.

**Requirements**:
Experience & Qualifications:

- HNC Business Studies and / or equivalent experience
- SVQ level 3 in Customer Service and / or equivalent experience
- Word processing and file management
- Excel spread sheets.
- Document drafting and production.
- E-mail and internet skills.'''Responsibilities'''
- Greet and welcome visitors in a professional and friendly manner
- Answer and direct phone calls using proper phone etiquette
- Provide general administrative and clerical support
- Maintain office supplies and inventory
- Schedule appointments and manage calendars
- Perform data entry and maintain accurate records
- Assist with bookkeeping tasks using QuickBooks
- Handle incoming and outgoing mail and packages
- Coordinate meetings and events as needed
- Maintain a clean and organized reception area

'''Requirements'''
- Proven work experience as a receptionist or in a similar role
- Proficient in typing and computer skills, including knowledge of Google Suite
- Excellent organizational and multitasking abilities
- Strong communication skills, both verbal and written
- Ability to prioritize tasks and work independently
- Attention to detail and accuracy in data entry
- Familiarity with office equipment, such as printers, scanners, and copiers

Note: This job description is not intended to be all-inclusive. The employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

**Benefits**:

- Company pension
- Free parking
- Health & wellbeing programme
- Life insurance
- On-site parking

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- English (preferred)

Licence/Certification:

- Driving Licence (preferred)

Ability to Commute:

- Inverness (required)

Ability to Relocate:

- Inverness: Relocate before starting work (required)

Work Location: In person

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