Job Description

As Office Supervisor you will be based at Reception and be the direct line supervisor of the Receptionist/Administrator(s). You will be responsible for the efficient day to day running of the Estate Office. Customer service is key and strong administrative and IT skills are essential.

Main Duties:

• Answering the telephone, dealing with customer enquiries and recording and forwarding messages accurately.
• Greeting visitors.
• Ensuring all reception and administrative tasks are completed in an accurate and timely manner.
• Assist with fire evacuations, ensuring you provide a full list of building occupants.
• Undertaking the training, coaching and development of your subordinates.
• Undertaking all tasks related to team management as required, such as appraisals, timesheets etc.
• Ensuring the whole office is kept neat and tidy at all times. All deliveries to be distributed to the relevant area.
• Assisting the Visitor Manager in ensuring all mediums and items of Company branding are accurate and up to date.
• Management of the office car park.
• Ensuring that guests/contractors sign in and out when entering the office.
• Preparing refreshments for meetings as required.
• Providing secretarial and clerical support. Strong IT skills are vital and must be an advanced user of MS Office.
• Understand all the Estate’s current and historical (archive) administrative requirements, become familiar with the management filing system and assist when required.

• Assisting with ad-hoc typing for other members of staff when available to do so.
• Assisting with any other duties as required by other departments when available to do so.
• Providing assistance to the onsite IT specialist when needed.
• Be the main point of contact for all things office related that cannot be attributed to one particular department.
• Being responsible for health and safety in relation to the Estate Office.
• Managing the Estate office electronic diary.
• Management of the keys.
• Responsibility for various schedules, e.g. permission for access.

Required Knowledge, Skills, and Abilities

Excellent communication skills. Previous experience within a similar role is essential. Confident. Positive, friendly and courteous in nature. Able to work well within a small team. Able to work on own initiative. Able to work well under pressure. A strong working knowledge of Microsoft Office. An understanding of the need to maintain confidentiality and discretion. A desire to continually update and improve own knowledge. A smart appearance at all times, complying with the requirements of the dress code. Vigilant observation on all matters concerning safety and security. A good understanding of Bolton Abbey and the countryside in general.