Job Description

.  The role also provides assistance to the HR team on an ad-hoc basis undertaking administrative duties as and when required

• Monday to Friday
• 8.45 – 17:00pm
• Circa 20 telephone lines.
• 40 extensions.
• Manage site stationery budget (£7K annual)
• Facilitate site hospitality
• Receive and process all incoming calls correctly and in a timely manner, both internally and externally.
• Greet visitors in a courteous and efficient manner, ensuring all appropriate site rules are understood and all relevant documentation is completed and issued.
• Sort/distribute all incoming mail to the departmental areas.
• Prepare all outgoing mail for collection and organise courier collections as required.
• Maintain the reception area and meeting rooms to ensure they are presentable and visit ready at all times.
• Liaise with telephone companies responsible for the maintenance of the switchboard.
• Responsibility for ordering all stationery in line with site requirements and placing those orders on SAP.
• Responsibility for all site travel management , i.e. booking of hotels, trains, hire cars and placing those orders on SAP.
• Ordering of printed stationery as required and within budget.
• Raise purchase orders on SAP as and when required
• Liaise with the canteen for hospitality  arrangements as required.
• Administrative duties as required by the HR team.
• General administration tasks in line with receptionist duties.
• Issue access cards to employees and visitors.
• Manage the 2X system in relation to clock cards and registering cards.
• Update management time and attendance records (clockwise) on a weekly basis and make necessary amendments.
• First point of contact for visitors if there is a fire evacuation. The Receptionist is required to complete the roll call.
• These are the key daily tasks, not a comprehensive list of all tasks undertaken by the jobholder.    Flexibility is required by the business & this will be agreed with the individual’s line manager.
• All employees should carry out their duties in a responsible manner giving due consideration to Safety, Environmental & Quality procedures. Specific responsibilities can be found at section (phone number removed) of the Health & Safety Management System.
• Contribute to the health & safety of self and others by applying health and safety principles to the required standards whilst undertaking designated tasks.

 

 Experience of working in a receptionist role

  Experience of working with SAP system

Required Knowledge, Skills, and Abilities

Must be able to demonstrate experience of roles involving attention to detail. Commitment to the integrity and confidentiality of all relevant data and processes To perform basic calculations as required. Must have good time management Possess sound verbal and written communication skills which are essential for effectively dealing with customers, internal departments and suppliers. Ability to work on own initiative and as part of a team Be competent in all of the major computer packages i.e.: Microsoft office, as well as the ability to accurately record data and produce required reports Willingness to undergo training, and commitment to personal professional development.