Temporary Receptionist/Administrator (Part Time)

Job Description

This is a part-time role working 9.00-5.30 Monday, Tuesday and Wednesday. The role is office based and due to the rural location, candidates would need to have their own transport.

Working as part of our client’s Facilities Management team, you will work closely with the Senior Receptionist and provide effective business operations administration and reception duties to support our client’s ambition to provide outstanding facilities. The role will be varied and will evolve with the business so the successful candidate must have a can-do attitude and thrive in a busy, changing environment.

Duties & Responsibilities

Reception Duties

• To provide a seamless and effective Reception service
• Maintaining a professional and well-presented front-of-house service to all visitors
• First point of contact for incoming calls
• Organising visitor badges, security and access passes
• Booking and arranging meeting rooms and ensuring meeting room facilities are clean, tidy and ready for use
• Organising refreshments and ordering lunches for client meetings
• Receiving, logging and distributing incoming post and deliveries to the site, and sending outgoing post, including management of goods-in area, and arranging couriers
• Assisting with staff wellbeing initiatives i.e. organising flowers / cards, food trucks and supplies for staff social events
• Providing an effective handover with external out of hours security services.

Facilities Administration and Support

• Fire officer role and fire alarm testing
• Raising Purchase Orders and associated administration
• Stock taking and purchasing of stationery, DSE equipment, lab equipment and milk/food
• Ensuring communal areas e.g. kitchens, are kept clean, tidy and fully stocked, distribution of fruit daily
• Cleaning and maintenance of coffee machines
• Assisting the Facilities team with Health and Safety matters and administration, and issuing Permits to Work and NDAs
• Supporting Facilities with Business Operations travel administration
• Assisting with new starters / leavers processes
• Part of the onsite First Aid team
• Manual handling duties as required.

You will be located in our client’s Reception area and, along with your core duties, you may be asked to support other administrative or similar tasks that are considered reasonable. It is essential that you have had previous experience in a customer facing role and being a qualified first aider would be desirable. Previous administration experience is required, ideally in a consulting or professional services environment, and you must have experience of answering, screening and effectively directing external telephone calls, professionally and calmly. You must have excellent organisational skills and attention to detail; able to plan and prioritise own workload, multi-task and achieve deadlines. Strong written and verbal communication skills are essential and you must be a competent user of Microsoft Outlook, Microsoft Office (Word, PowerPoint and Excel) and Microsoft Teams. You will need to be numerate and familiar with basic financial documentation (e.g. purchase orders, invoices etc.), with a good level of academic achievement to GCSE (minimum).

We are looking for candidates who are able to work additional days (Thursdays and Fridays) to cover holiday and absence within the team. Ideally candidates will have flexibility to provide additional hours at short notice. Occasional out of hours work may be required. This role is a job share with others in the facilities team. Good communication, especially around handover and updates of tasks is required between the job share roles. Due to the location, you will need to have your own transport.