Receptionist/pa

A well-established firm is in need of a Receptionist/PA.

The role of the Receptionist is to be the face of the firm, providing a welcoming and professional manner to customers and visitors on both the phone and face-to-face onsite. Ensuring a courteous approach at all times and managing administrative actionsand additional requests.

The role of the Personal Assistant is to undertake the actions specified by the Director team required for the successful execution of their duties.

**Responsibilities**:
**Personal Assistant**
- The PA role will cover duties specifically for the Director team, these will include:_
- Diary management support (schedule meetings, manage calendar, conflict management)
- Travel booking (Travel, hotels, and venues)
- Expenses (submitting claims)
- Meetings and events organisation and coordination such as off-site workshops, Christmas Party, Summer BBQ, Children's Christmas Party)
- Onsite meeting management, hosting Halma employees and other guests etc. (Guest RSVP, hotel and/or dinner reservations, entering people on Traction Guest, setting up, and clearing meeting rooms)
- Leaving card and collection when required
- Simple data entry or manipulation e.g. regular metrics processing ready for presentation
- Support CSR activities including easter eggs, bake sales, Christmas donation collection etc.
- Performing various clerical tasks, noting taking, transcribing, and filing
- Monitor training completion for internal training modules
- Beekeeper communications and support other departments
- Cleaning of coffee machines in reception and boardroom. Making sure that all items of crockery are returned to their correct place i.e. boardroom and visitor cupboards in the serveries and that the coffee & tea containers are replenished in the boardroom.
- Review meetings with hotel/taxi/stationary companies

**Receptionist**
- Receive, sort, distribute and frank mail
- Keeping the reception area and mail room tidy
- Update the canteen menu in Q5 and post the menu on Beekeeper
- Update the switchboard directory & reception work instructions.
- Order consumables for the franking machine, coffee machines, biscuits for visitors, badge system & stationary, soap & hand cream. Ensure milk is reduced/increased when necessary.
- Review and ensure that sufficient stock of consumables and stationery is maintained.
- Ongoing training of staff to cover reception during holiday and sickness periods.
- Work with the caterers to issue weekly menus and buffet bookings
- Drivers Declaration management
- Book out pool cars and add to the spreadsheet. As well as organise the MOT and service of these cars
- Convert training to easy generator
- Answer telephone, screen and direct calls and ensure all calls are answered promptly, minimising the wait of any caller
- Take messages when necessary and ensure timely communication to the intended recipient.
- Provide appropriate information to callers, whilst being mindful not to disclose private contact information and telephone numbers
- Competent and confident use of the tannoy system
- Greet visitors in a polite and professional manner, advising the Apollo member of staff of their arrival.
- Ensure all visitors are booked in and out of the building, providing a security pass for all visitors.
- Add visitors to the welcome screen when requested.
- Set up wireless connection for visitors if required.
- Manage Microtrak - Starters, leavers, report running when requested.
- Ensure all contractors working on site read & sign the contractor acknowledgement form before commencing work on site and upload it to SharePoint
- Maintain and coordinate the booking of meeting rooms.
- Organise lunches when requested.
- Issue and update car permits.
- Send out invoices received from the Sales office/Mailshots.
- Create and update photo ID security passes.
- offs.
- Issue refunds/informing the provider of any fault with the vending machines
- The duties and responsibilities in this job description are not restrictive and the post holder may be required to undertake any other duties which may be required from time to time. Any such duties should not, however, substantially change the generalcharacter of the post.

To carry all duties associated with this job role in compliance with the requirements of GDPR