Reception Administrator

6 months ago

Weybridge, United Kingdom Gold Group Full time

**Reception Administrator**

Weybridge

**Brief**

To provide an efficient and courteous first point of contact for visitors and callers to the site whilst providing a first class administration and support service

To provide support to Company security vetting arrangements of employees, staff and visitors.

To administrate the company travel bookings system and support arrangements.

The role forms a job share arrangement to align with the other Reception Administrator, with each contractually covering the holidays and unplanned leave (where practical) of the other post holder.

**What the role entails**:
Some of the main duties of the Reception Administrator will include:

- Professional reception of visitors and dealing with callers, both in person and by telephone following appropriate site procedures e.g. 'signing in' and issuing of correct security passes and car parking permits
- Administrative control of visitors to site, booking on and off site, issuing the correct badges, prevention of carrying prohibited devices
- Ensuring the prevailing company Covid 19 procedures are adhered to for all visitors and staff entering reception/ site
- Undertake administrative duties to support the efficient running of the Reception desk
- Opening, distribution and management of mail and despatching of outgoing mail as appropriate via Royal Mail and couriers
- Providing support for visitors and at meetings e.g. arrangement and set up of catering, refreshments and materials
- To regularly (weekly basis) check that meeting rooms are stocked with appropriate stationery and are clean and tidy
- Placing of stationery orders and maintaining sufficient stock
- Ordering of cleaning products weekly as advised by cleaners
- Ordering milk for staff refreshments weekly
- Checking water stock for site water coolers weekly and ordering when necessary
- Checking stationery stock weekly and ordering when necessary
- Ordering of basic Workshop consumables
- Ordering of basic Facilities product including maintaining supplies of water bottles
- Production of basic documents in Microsoft Word and Excel
- Other general support and administration duties as directed
- Logging and booking of Company cars/vans in and out

**What experience you need to be the successful Reception Administrator**:
**Security duties**
- Obtain and hold security clearance up to SC if required
- Undertake discrete and confidential administration to support the company security vetting and clearance processes
- Retention and destruction of documentation systematically and, where appropriate, in a secure manner
- Validation of proof of ID, address and other aspects as required to complete Baseline Personal Security Standard check as well as annual renewal documentation and any notified changes to personal circumstances in between.
- Administrative control of the companies automated access control system
- Producing and issuing new staff/contractor ID badges with correct security clearance indicated as advised by HR upon a start date being confirmed
- Liaising with Security Controller as to what door access new staff/contractors are permitted to have and issuing door access fobs accordingly.

**Travel administration duties**
- To administrate the Company's travel booking arrangements, in compliance with current policy and procedure
- To operate these arrangements in the most cost effective way for the company
- To liaise with EA/PA of directors and managers as appropriate, in order to ensure the smooth running of these arrangements
- To escalate any issues or non-compliance with these implementation of these arrangements
- Maintain a log of company fleet vehicles
- Liaise with the principle contact in Production regarding MOT, service and other garage arrangements

Services advertised by Gold Group are those of an Agency and/or an Employment Business.
We will contact you within the next 14 days if you are selected for interview. For a copy of our privacy policy please visit our website.

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