Receptionist - Bioescalator

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Vacancy ID: 14585 - The BioEscalator Receptionist will be a key member of the new BioEscalator team, providing the first point of contact for all visitors and tenants. You will be dealing with a wide range of enquiries and requests in a friendly and professional manner, as well as ensuring the smooth running of the meeting rooms, the ‘Hub’ breakout space and providing support for events. You will also provide administrative support to the Business Manager.

You will have the confidence and knowledge to undertake your role with the minimum of supervision, but also the judgement to know when to refer to other members of the team for advice and guidance. Our tenants are commercial companies so they will be expecting a professional service.

Responsibilities will include:

- Greeting visitors, tenants and contractors in a welcoming, friendly and professional manner.
- For visitors, ensuring that they sign in and are met by their host.
- For contractors, ensuring that they sign in and that the correct permit to work authorisation is in place before they begin work; notify the Business Manager or Lab Manager of their arrival.
- Maintaining the tidiness and organisation of the reception area, in line with our professional brand.
- Answering the telephone and passing on accurate messages.
- Monitoring and maintaining stationery and refreshment supplies.
- Getting to know the tenants’ staff and understanding their needs/preferences where reasonable.
- Maintaining a contact and telephone database for the BioEscalator tenants.
- Using the Salto security system to organise access rights for new staff, amend access rights for current staff, issue visitor cards and keep accurate records.
- Organising parking permits for visitors and contractors, liaising with Estates and security staff as needed.
- Understanding the health and safety aspects of working in a lab building and assisting the Lab Manager with ensuring that we are compliant with Health and Safety regulations. This will include maintaining the First Aid book and Lone Working book at reception.
- Making arrangements for meetings, seminars and events.
- Ensuring that meeting rooms and the ‘Hub’ breakout space are ready for the bookings, including AV set-up. When non-tenants have booked meeting space, this will also include checking payment information.
- Manage post arrangements, including charging to the tenants.
- Maintain information on databases and run standard reports for information as required.
- Note taking for occasional meetings.
- Ensuring familiarity with local alarms and alerts in the building and emergency and evacuation procedures. In the event of unpredicted problems, dealing with the situation in a calm and professional manner and alert the relevant colleagues and, if necessary, follow emergency procedures.
- Being alert for security or building issues and communicate
- Person specification
- Good GCSE/CSE/NVQ or equivalent qualifications, including Maths and English, as a minimum.
- Reception or customer service experience and a good understanding of standard administrative procedures.
- Ability to prioritise and work independently with minimum supervision.
- Flexible, self-reliant and pro-active.
- Excellent team working.
- Enjoy and be confident meeting and assisting people, both in person and on the telephone.
- Confidence to handle unexpected situations, including the confidence to say no to an unreasonable request or refuse access if appropriate.
- Strong attention to detail and speed and accuracy in data input.
- A good understanding of issues around confidentiality.
- Ability to understand and pass on clear and accurate information, including knowing when to refer matters to colleagues.