Reception Facilities Co-ordinator

Role Title:
Facilities & Reception Co-ordinator (maternity cover)

Business Area:
Group wide

**Location**:
Newbury

Job Grade/Level:
Job Reference:
Reporting to:
Facilities Manager, Manchester

Direct Reports:
N/A

Budget:
N/A

**Part-time preferably Tuesday, Wednesday & Thursday, however, can be flexible with days.**

**Role Purpose**:
The role of Receptionist and Facilities Coordinator will encompass a range of key activities in relation to the maintenance of a positive, professional, and friendly working environment.

Primarily you will be the main point of contact for visitors of various types to a busy and vibrant office.

**Key Accountabilities**:

- You will welcome visitors to site whilst also ensuring that all security and safety requirements are met
- You will be the first point of contact for facilities related queries in the Office.
- You will be the first point of contact for contractors on-site enabling them to complete their tasks safely and effectively.
- You will initially accept deliveries and coordinate with the respective individuals/teams
- You will work closely alongside members of our facilities team
- To answer all calls from the main telephone line.
- Ensure the visitor’s sign in is completed for all visitors in line with current H&S legislation.
- To open and distribute incoming mail, and to frank and send outgoing mail.
- Monitoring of reception mailboxes.
- To monitor and action stationery requests.
- To order office refreshments on a weekly basis.
- To order refreshments for meeting and company events.
- Maintain a tidy reception area.
- To manage the booking system for the office meeting rooms.
- To ensure maintenance of the office by liaising with our landlord and maintenance contractor should the need arise.
- Monitoring and liaising with the office cleaners to ensure the cleaning specification is adhered to and reporting deficiencies.
- Management of weekly and monthly invoices such as stationery, lunches, taxis, travel, and accommodation.
- To perform any other duties as may be required by the Company from time to time.

**Key Relationships**:

- Visitors
- Colleagues
- Suppliers
- Couriers
- Facilities Manager
- Maintenance contractors

**Person Specification**

Essential

Desirable

Education/Qualifications
- N/A
- N/A

Experience
- You will have superb organisational skills, attention to detail and personal initiative
- Previous reception experience
- You will have the ability and enjoy juggling multiple tasks simultaneously.
- You will possess a desire and willingness to engage with and understand what we do as a business.

Skills/Knowledge
- You will be highly computer literate, including proficiency with Microsoft Office products.
- Customer relationship management systems

Aptitudes/Attributes
- Excellent written and verbal communication
- Ability to adjust behaviour and language as appropriate to needs of differing situations
- Able to manage time and work under pressure to tight deadlines
- Able to manage the demands of numerous tasks
- Able to work on own initiative and effectively in partnership with others.
- Self-motivator and able to motivate others
- Diplomatic when faced with issues
- “Roll up sleeves” attitude getting involved directly in the workload

Organising/Planning
- Ability to organise information/time effectively

**Behavioural Competency**:

- Aim High - Strive to make a difference; Build on your skills and talents every day; We inspire those around us to be their best
- Consider Others - Make decisions with care; Take accountability, value our customers, each other and our environment; What we do matters
- Think Differently - Be brave, be bold; Explore beyond the norm to discover smarter ways of doing things; We lead through innovation
- Stronger Together - Be open, share ideas, solve problems; We harness the energy of our team; Together we do more

**Health and Safety**:
In my role I have a duty of care under the Health and Safety at Work Act. This means I will be familiar with the relevant legislation and will work in a safe way. As a staff member I will take responsibility for my own safety as well as my team’s safety and work in collaboration with the Health and Safety policy to minimise any potential risks.

**Data Protection Obligations**:
In my role, I have a duty to maintain the security and privacy of personal information of residents and colleagues. I will be familiar with the requirements of current Data Protection legislation and will take care to enter accurate, complete and compliant data into our systems. I understand it is everybody’s responsibility to resolve data inaccuracies as and when they are found.

**Further relevant information**:
These may include the requirement to travel (include roughly how regularly) or work out of hours/ on-call.

No Job description can cover every issue which may arise within the job at various times and I am expected to carry out other duties from time to time, which are broadly consist