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Administrator/receptionist

3 months ago

Derby, United Kingdom Porterbrook Full time

**About us**
- Our mission is to provide high-quality, digitally-enabled rolling stock solutions that help deliver a safe, efficient and sustainable railway.- Since 1996, our investments have totalled over £3bn, including the commissioning of over 2,500 new passenger and freight vehicles. We plan to invest over £1bn into UK rail in the coming years to deliver high quality new and refurbished vehicles for passengers and freight customers.But financing new trains is not the end-game. Our asset stewardship role includes management of assets to ensure performance, safety and long-term suitability over their full economic life.**About the team**
- Our reception team provide a professional, efficient, proactive and reliable service to internal Porterbrook colleagues, visitors and customers. This role will be 21.25 hours per week, Wednesday afternoon, Thursday and Friday full daysKey Responsibilities

**Role Purpose**
To provide a professional, efficient, proactive and reliable administration and reception service to internal Porterbrook personnel, visitors and customers**Responsibilities**
- Answer, direct and field incoming calls, informing staff appropriately
- Take messages accurately and distribute promptly
- Receive and direct guests into the building and maintain visitors book
- Ensure reception area and all meeting rooms are maintained in a tidy and safe manner by conducting regular checks throughout the day
- Book and co-ordinate availability of all company meeting rooms and arrange refreshments and lunches where necessary
- Maintain and distribute kitchen and welfare supplies such as fruit, tea and coffee and keep track of what is required to cater effectively
- Book outside catering services as and when required
- Undertake scanning documents for the company as and when requested
- Input purchase orders into Oracle Financials for the purchase of catering supplies and booking of couriers
- Process invoices for payment via Oracle Financials, for office consumables
- Maintain and order supplies of stationery and printer paper for the office
- Process staff credit card statements
- Administer expense claims for staff as required
- Administer train ticket and hotel room booking system
- Order PPE and branded clothing for staff members and maintain stocks
- Sort and distribute all incoming and outgoing mail on a daily basis
- Frank outgoing mail at the end of the day and handle any request for special postal services, including courier collections and deliveries
- Ensure, through effective planning and liaison with job share colleague that the reception desk is staffed at all times during working hours, including holiday cover

**Other Duties**
- Assist in providing other general administration services to Office Manager and others as and when required
- Report any health and safety and maintenance issues to the office manager in a timely manner
- To live the values of the organisation at all times

Skills, Knowledge and Expertise

**General Requirements**

Professional, confident, personable, presentable and proactive administrator/receptionist**Knowledge and Qualifications**
- Knowledge of Porterbrook structure, staff, organisation and relationship within the rail industry
- Knowledge of office processes and administration
- English language qualification or equivalent (e.g. NVQ)

**Key Skills**
- Excellent telephone manner
- Good keyboard skills
- Excellent interpersonal and communication skills at all levels, both internal and external
- Strong organisational skills
- Proactive, practical and can do attitude
- A pleasant and courteous manner as the first point of contact for Porterbrook

A great place to work
- We are seeking the very best talent to join the team, and offer an excellent salary, along with bonus and benefits.- This is a fantastic opportunity to join a great organisation with excellent people and a road map for the future to grow and develop the business. Some of our benefits are listed below:
- Excellent pension scheme
- Financial wellbeing support
- Flexible working
- Enhanced family friendly policies
- Adoption & Shared Parental Leave benefits
- Enhanced Armed Forces policies
- Ongoing support with professional and personal development’
- Long service awards
- Porterbrook Star awards
- Life assurance
- Healthcare cash plan
- 25 days’ annual leave + Bank Holidays + option to buy and sell up to 5 days’ additional leave
- Additional days annual leave for long service
- Season ticket loan
- Cycle to work scheme
- Free parking at our Derby and Long Marston sites
- Should you be suitable for the role, the full benefits package will be discussed in more detail during your screening call.**To apply**-
- Please note we are not accepting approaches from recruitment agencies for this role._

**Application Deadline**

February 02, 2024

**Department**

Office Support

**Employment Type**

Part Time

**Location**

Derby

**Workplace type**

Onsite