Job: Receptionist

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Title Receptionist
Categories Part Time
Job Ref No 3669
Salary £18.81 Per Hour
Location Yatton
Job Information

Job Purpose Statement / Nature of work

• To provide a welcoming, courteous, friendly, helpful and efficient service to visitors and staff alike

Main Duties:

• Opening up Reception ensuring all is tidy and ready for the day.
• Checking any messages left on the switchboard during any closure period, and passing on accordingly either by phone or email (some occasions message not clear so need to ring caller to clarify beforehand), then take switchboard off ‘voice mail’ for 8.30am start for incoming calls to deal with throughout the day.
• Check visitor (those we know of)/training sheets for the day. Also any meetings booked in online meeting room planner for the day; staff on holiday/off site meetings/sickness etc. Important to keep daily record up-to-date throughout the day so not wasting time trying to locate staff who are not on premises (when informed).
• Meet and greet visitors and contact relevant member of staff ensuring all visitors sign in and are issued a badge and necessary hi viz vest etc
• Incoming faxes – if for Sales then inform appropriate individuals by email for them to collect.
• Courier deliveries to be signed for, recorded and distributed accordingly.
• Issue and recording of training certificates using Goldmine data base
• Messages to be passed on from callers and/or emails sent to relevant staff member.
• Invoices/credits from Accounts and Sales daily to put in envelopes for posting. Monthly statements to put in envelopes for posting.
• Confirmation of hospitality bookings no later than 48 hours before each event where food is required and advising of any changes to Postroom, Hospitality Provider
• Booking meeting rooms in online meeting planner.
• Fire drill roll call and regular updating of staff names on listing.
• Once all invoices/credits have been put ready for posting, and depending on workload generally, Reception also helps the Postroom with sending out bulletins/newsletters; making up folders ready for manuals; filing, employment packs and any other admin tasks to support the team.
• Changeover switchboard to ‘voicemail’ at end of day and check on extension phone that operating correctly. Clean phones. Put out visitor/training forms etc. ready for next day. Check fax machine has sufficient paper in. Ensure whole area tidy for next day.

• Turn both door operating controls to extreme left to ensure that no access from outside at end of each working day
• Responsible to report to line manager where there is any reason that service level agreements cannot be met
• Actively seek to support other members of the team during busy periods which may require you to undertake other duties not within your job description but are within other roles within the team, where you have received training to do so
• Undertake any other duties not normally within your role as requested

Personal Key Skills

• As first point of contact for the company, a well presented, confident and welcoming manner is essential.
• Professional
• Friendly and outgoing personality.
• Helpful and polite telephone manner.
• Must be efficient, organised and focused, with a good memory.
• Ability to work both independently and with others
• Computer literate, particularly using Word, Outlook, Excel and also using databases
• Comfortable with light physical activity. Manual handling training will be provided as appropriate

Day Shift Wk 1 Wk 2 Wk 3 Wk 4 Shift Wk 1 Wk 2 Wk 3 Wk 4
Monday 08:30 – 12:45 R1 R3 R2 R4 12:45 – 17:00 R2 R4 R1 R3
Tuesday 08:30 – 12:45 R1 R3 R2 R4 12:45 – 17:00 R2 R4 R1 R3
Wednesday 08:30 – 12:45 R1 R3 R2 R4 12:45 – 17:00 R2 R4 R1 R3
Thursday 08:30 – 12:45 R1 R3 R2 R4 12:45 – 17:00 R2 R4 R1 R3
Friday 08:30 – 12:15 R1 R3 R2 R4 12:15 – 16:00 R2 R4 R1 R3

Hours worked per week 20:45

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