Receptionist & Office Administrator

**Job Purpose**:
Provide administrative support to Nautilus International and Nautilus Welfare Fund to ensure the smooth running of the organisation.

**Key Accountabilities**:

- Welcome all visitors to the building, ensuring that their requirements are promptly dealt with and that they are given a favourable impression of the organisation
- Answer all incoming calls, ensuring these are dealt with promptly and appropriately.
- Inspect office building and report any areas requiring maintenance. Ensure photocopiers and mail room equipment is maintained on a regular basis and contact the maintenance provider as necessary.
- Collect, sort, record and distribute all incoming and outgoing mail at regular intervals ensuring that it is promptly delivered to the correct addresses, internally and externally including arranging couriers where necessary.
- Photocopy, collate, staple, print and distribute documents to relevant members of the organisations as and when required. Manage the archiving process.
- Stock control, reordering and storage of cleaning products and stationery supplies. Produce purchase orders and process invoices.
- Ensure meeting rooms are diarised and set up as appropriate for tea/coffee/lunch if required. Maintain reception area, kitchen and meeting rooms in a tidy manner so that a favourable first impression is given to visitors.
- Update and maintain information on the notice board for visitors and residents. Manage the distribution of resident newsletters.
- Provide administrative support to the Estate Manager which includes but is not limited to;
- Record all repair and maintenance requests.
- Help maintain the security of Mariners’ Park by issuing keys/fobs/cards to residents, staff and contractors.
- Maintain the approved contractors list and file health and safety documentation for the Estate.
- Make appointments for contractors calling at residents’ homes.
- Maintain the obligatory check calendar across all buildings on the estate.
- Send opening/closing utility readings to utility companies.
- Administration of the car fleet
- Updating/changing policies and procedures as requested by management and saving them in the correct folders, updating contents pages, issue numbers, review dates and issuing to the relevant people.
- Supply cover for other administrative/secretarial staff as necessary and perform other duties which, from time to time, may be required.

**Typical Skills/Experience**
- Good general education with GCSE or similar in English and Maths
- Minimum of 2 years experience working in an administrative role
- Organised and flexible
- Excellent oral and written communication and interpersonal skills. Detail oriented and works with a high degree of accuracy.
- Ability to multitask and meet changing deadlines.
- Self directed and able to complete projects with limited supervision.
- Maintains staff and resident confidentiality.
- Working knowledge of Microsoft Office 365 software.
- Experience in audio typing, typing from manuscripts or dictation.
- You must be passionate about people and have a background in administration.

**General**

Develop and maintain positive and effective relationships and communication with residents, team members, visitors and other external professionals and agencies to support the delivery and development of quality services that meet the needs of the residents.

**Job Types**: Full-time, Permanent

Pay: From £29,031.00 per year

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 1 year (preferred)
- Administrative experience: 2 years (required)

**Language**:

- English (preferred)

Licence/Certification:

- Driving Licence (preferred)

Work Location: In person

Application deadline: 17/10/2024