Receptionist

1 week ago

Loughborough, United Kingdom Unitemps - De Montfort University Full time

**Role**
We are looking to recruit a Receptionist to work for a well established business.

Shifts are over 7 days, including evenings and weekends and hours are as and when needed, there is no set number of hours offered for this role.

Shifts will be on a 8 hour basis - 8am - 4pm or 12pm - 8pm.

You will be required to:
To provide a first-class welcome to all stakeholders including staff, visitors, clients, parents and public.
To ensure the integrity of our security is maintained at the reception areas and ensure all guests are greeted and catered for whilst awaiting their appointment.
To act as the general daily conduit for all activities and information around the site.
To offer administrative support to assist the business, as directed.

**Duties and responsibilities**
- Greet and cater for all guests, ensuring the highest standard of service is delivered at the various Reception points, while keeping both them and their host updated.
- Ensure that all Front of House areas across the site are immaculate, reporting any shortfalls to Housekeeping or Facilities.
- Work alongside Catering and Housekeeping to ensure the Reception kitchens and meeting rooms are appropriately stocked and cleared between meetings.
- Liaise with Security, Catering, Housekeeping and Maintenance to ensure you are aware of all operational daily business.
- Receive and direct external and internal phone calls via the switchboard, field calls, relay messages and deal with enquiries in a polite, professional and efficient manner.

Summary of Duties
- Ensure that the Reception desk is staffed at all times, and that Security protocols are always followed.
- Liaise with Security and cross check the Daily Schedule and Visitor List at the start of the day.
- Sign in all guests, issue visitor pass lanyards and offer to provide refreshments.
- Ensure that the staff contact telephone list is kept up to date and that key numbers are circulated accordingly.
- Manage the Business inbox and calendars via Outlook and keep an electronic diary of all pre-arranged appointments, meetings, events and visitors whilst liaising with the relevant departments.
- Maintain the cleanliness of the Reception area and contribute to the upkeep of the area (e.g. flower changes, magazines)
- Event hosting, to support the smooth running of events on site.
- Ensure meeting room checks and clearing are taken care of in a timely manner pre and post meetings.
- Create slides in PowerPoint and export for content and creative display via the IPTV audio/visual system at the Training Ground.
- Log receipt of all deliveries and inform the addressee of any parcels received and maintain a stock control check on parcels being collected.
- Offer an internal postal delivery service to all departments ensuring that post is sorted and delivered promptly after receipt.
- Sort and frank outgoing post and keep relevant records for all special/signed-for letters and parcels.
- Check stock levels and order Royal Mail supplies as and when required.
- Support all departments within the business to maintain an adequate stock of stationery.
- Book taxis and couriers for the business as requested.
- Provide an administration service across the business, when needed and as directed by the Reception Manager.
- Manage and respond accordingly to specific mail and charity requests.
- To communicate with Security on untoward incidents including threatening or unruly behaviour, unwanted guests, or intruders.
- Any hazards or health and safety issues should be reported to the Reception Manager.
- To act as a Fire Warden and assist with the effective evacuation (training provided).
- To work flexibly as part of a team on a rota system across a seven-day week with evening and weekend shifts included.
- Ad hoc duties to assist the business as and when required, as directed by the Reception Manager and Head of Operations.
- Work with colleagues to identify opportunities to support and/or develop the diversity and inclusion within the team.

**Skills and experience**
- To have a warm, welcoming, professional and discreet manner.
- To demonstrate honesty, integrity, reliability and the ability to always ensure confidentiality.
- To demonstrate excellent interpersonal and relationship management.
- To be well organised with the ability to multi-task and perform well under pressure.
- To be able to work within a team environment, co-operate with others, consider the needs of others and help others to achieve objectives.
- The ability to also work autonomously on your own initiative, to be pro-active in managing your own time and workspace, building an understanding of the internal and external environment to deliver work in a highly effective and professional manner.
- To be resilient with the ability to always maintain professionalism and a calm demeanour.
- A respectful manner to uphold the standards and expectations of the business.
- To adhere and communicate the Businesses brand values to stakeholders

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