Job Description

Receptionists are often the first contact that Visitors and Service Users have with Hamara. Post holders will assist visitors to the organization in person and via the telephone. The role will involve providing a welcoming environment to all visitors to the organization ensuring that their needs are meet as fully as possible.

The post holders will be responsible for providing administrative and clerical duties including sending out ensuring visitors sign in and out of the building, sending out recruitment documents, sorting through the post, delivering messages and updating organizational spreadsheets with information.

Responsibilities/Main Duties:

Receptionists will be responsible for ensuring the smooth running of the Reception area and any aligned tasks. These tasks and responsibilities are as follows:

• Ensure a welcoming environment in person and on the phone to all visitors of Hamara
• Providing reception and switchboard support to Hamara premises
• Providing clerical support to Hamara’s administrative function
• Receiving, signing in and dealing with or directing/signposting visitors as appropriate
• Taking telephone calls and delivering messages as appropriate
• Receiving and sorting incoming mail and placing it in the appropriate pigeon holes
• Recording, stamping and posting outgoing mail
• Routine word processing tasks, as and when required
• Sending out recruitment application packs that are requested
• To record, collate and monitor information as required
• Be responsible for updating various registers
• To be responsible for keeping the foyer up to date with brochures, newsletters and flyers
• Be responsible for the ordering of stationery supplies
• Maintaining the key register
• Cash handling as required
• Updating the organizations social media as required including Facebook and Twitter
• Booking meetings and rooms as required
• To ensure compliance with all of Hamara’s policies with particular reference to the Health and Safety, Equal Opportunity and Communication policies.
• To carry out any other reasonable duties within the overall function of the job

Please be aware, you may be expected to do conduct yourself in other ways and undertake different duties which are reasonable, in the opinion of the Company. Your job description is not limited and may be reasonably modified as necessary to meet the needs of the business.

Schedule:

• Monday to Friday

Experience:

• office administration: 1 year (Preferred)

Administrative Duties:

• Scheduling
• Carrying out requests from management as needed
• Answering emails and sorting post
• Answering phone calls and transferring them as necessary
• Managing website functions and social media
• Greeting and welcoming visitors

Work remotely:

• No

Required Knowledge, Skills, and Abilities

To support colleagues with any operational needs, as and when required. To work outside of ordinary office hours, as required. To complete any other reasonable duties, as required. To respect and uphold Hamara’s written policies and procedures in place. To attend any meetings, as required. To commit to personal and professional development. This includes undertaking appropriate training where required, or requested to do so. To commit to the ethos and values of Hamara. Satisfactory DBS Clearance.