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Receptionist

7 months ago

Durham, United Kingdom The Banks Group Full time

We are looking for a front of house receptionist for a fixed term period of six months (with possible extension to 12 months) based at our Head Office in Meadowfield, Durham in the North East of England.

You will be responsible for providing an efficient and professional reception and administrative support service to assist in the achievement of business objectives. You will work in partnership with our other Receptionist to ensure that the Company’s image is promoted at all times supporting our group, property, housebuilding and mining businesses.

**KEY DUTIES & RESPONSIBILITIES**:
**Deal with telephone calls/visitors and enquiries in an efficient and professional manner**:

- Provide a warm and professional welcome to all visitors.
- Answering all incoming calls promptly following the Company protocol (Working Instruction BGL- AD-WI-08 and Reception Guidance Notes). Announcing calls to Main Board Directors.
- Quality and efficiency of messages taken and timeliness delivery.
- Quality of enquiries dealt with.
- Efficiency of systems operated, i.e. visitor’s book, reception diary

**To ensure telephone system is maintained and operated, liaising with IT Department as appropriate**:

- Efficiency and knowledge of systems operated.
- Timeliness of repairs to faults.
- Liaise with the IT Department to enable an accurate and up-to-date list of internal telephone numbers at all times, ensuring all incoming calls are directed correctly.
- Produce hard copies of the internal telephone list for senior members of staff as appropriate.

**Responsible for reception and associated duties, ensuring reception area is maintained to a high standard and promote a professional image at all times**:

- Receiving and sort incoming and outgoing mail on a daily basis.
- Postage - ensure franking machine always has sufficient funds, labels and ink replacements. Maintain associated spreadsheets for Royal Mail & Pitney Bowes.
- Maintain a safe and clean reception area, including business lounge and kitchenette. Checking meeting rooms 7 and 5 at appropriate intervals.
- Maintain a tidy and well resourced printing room.
- Ensure company literature is accurate/up to date and adequately displayed in the visitors lounge following the Company procedure - Working Instruction BGL-AD-WI-11.
- Efficiency of diary system operated ensuring knowledge of staff whereabouts and visitors names.
- Control bookings for internal and external meetings - following Working Instruction BGL-AD-WI-10.
- Ensure external meetings rooms are appropriately set up prior to meetings with refreshments in place as required and room cleared after meeting is concluded.
- Reception Guidance Notes - Update as required and review on an annual basis, or as and when necessary.
- General typing and admin duties as and when required.

**Banks Website - Accurately maintain and update the website with**:

- Press Releases from our external PR consultants.
- External Press Articles received from Precise and Kantar Media.

**Stationery - deal with all stationery ordering in a timely manner, making costs savings where possible**:

- Quality and efficiency of orders for the Group following established Company procedures - Working Instruction BGL-AD-WI-03.
- Check and maintain stock for Head Office.
- Accurately maintain spend spreadsheet.
- Quality and efficiency of orders of Graphics stationery liaising monthly with Jonathan Burnhope. Graphics Team have responsibility for budget and costs
- Accurately maintain spend spreadsheet.

**Hotel & Travel - deal with all hotel and travel bookings in a timely manner, making costs savings where possible**:

- Quality and efficiency of bookings made following established Company procedures - Working Instruction: BGL-AD-WI-017.
- Effective and timely communication and liaison with booking agents and staff/clients.
- Accurately maintain spreadsheet.

**Christmas Cards/Calendars**:

- Liaise with all staff to maintain accurate database of contacts - review annually.
- Accuracy and timeliness of data provided.
- Accuracy and timely preparation cards/calendars for mailing.

**Provide full reception cover in the absence of our other receptionist.**

**QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE**:
**ESSENTIAL**:

- Must have previous experience working in a similar reception or front of house role
- Have an excellent level of computer literacy in Microsoft Office: Word, Outlook and Excel
- Excellent communication skills both verbal and written
- Ability to multitask, hitting key deadlines as required
- Possess high attention to detail

**PERSONAL QUALITIES**

Confidential

Excellent communication and interpersonal skills

Professional

Organised

Systematic in approach: efficiently tackles challenges in an orderly, logical way

Team Player

Flexible

Proactive

Diplomatic

Ability to manage conflicting priorities in order to manage workflow without loss of composure, remaining calm under pressure

Problem solving

Accuracy

Good judgement

Dis