Receptionist and Administrative Officer

5 days ago

Birmingham, United Kingdom Stanford's Training Full time

Overall Responsibilities:
The receptionist is the first point of call for visitors to the college, staff and students. As the ‘face’ of the College the receptionist should be welcoming, personable, helpful and able to represent the College in a professional and friendly manner. In addition, it is essential that the person for this role is organized, able to multi-task, work flexibly and have a ‘can do’ approach to work, as no two days are the same. The receptionist is also required to assist the Office Manager with various administrative tasks.

Duties and responsibilities:
Reception

▪ To be the first point of contact for visitors to the College, extending a warm welcome to callers - including Students, visitors, contractors and delivery staff.

▪ To deal effectively with telephone calls, transferring callers to relevant staff and taking and passing on messages as required.

▪ To follow safeguarding procedures by issuing passes and lanyards to visitors, ensuring that visitors are signed into the College and checking DBS information for visitors.

▪ Communicating with Teachers regarding all aspects of college life, receiving and passing on information between Students and teachers in a timely manner with minimum disruption to lessons.

▪ To ensure that the reception area remains tidy, and that literature and forms are updated and replenished as necessary.

▪ To receive and sign for all packages and deliveries

▪ To record and post all outgoing mail.

General administration duties:
▪ Collate registers and check absences.

▪ To provide first day calling to Students and their next of kins.

▪ Maintaining and updating College information, records and databases.

▪ Assist with the delivery of stationery, materials and resources to classes and ensure that stock levels are maintained
- Welcoming visitors to the building, organising security clearance and showing them to meetings
- Booking meeting rooms for colleagues and arranging meeting schedules
- Organising filing systems and updating office databases
- Arranging travel plans and hotel stays for staff members
- Ordering new office equipment, such as stationery, printer refills or staff needs.
- Scheduling office meetings between teams, managers and departments
- Responding to questions and requests for information
- Confidence to communicate effectively and accurately with a wide range of people, from senior management to Assessors, students, customers and suppliers.
- Ability to accurately transcribe messages and record information over the phone or in person
- Proficiency in computer programs, particularly Microsoft Office, OneFile, Quals Direct and Google Docs
- Data entry skills and knowledge of databases and spreadsheets, including Microsoft Excel and Google Sheets
- Ability to use scheduling software and workflow programs, Google Calendar, Outlook and others.
- Knowledge of human resources procedures, such keeping personal employee information confidential.
- Part time: 3 days (The number of days could increase)

**Job Type**: Part-time

Pay: From £14,352.00 per year

Schedule:

- Monday to Friday

**Experience**:

- Administration: 1 year (preferred)

Work Location: In person

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