Job Description

• Accountable for driving visitor experience, providing a warm and friendly welcome.
• Answering the telephone and accurately recording messages ensuring that they are relayed in a timely manner.
• Ensure there is sufficient meeting space for internal staff and external visitors.
• Responsible for the maintenance and booking of all meeting rooms and associated equipment within the office (e.g. Projectors, screens, flipcharts)
• Organize catering requirements for meetings as required.
• Responsible for ensuring that the office tidiness standards are maintained including the staff kitchen and meeting rooms.
• Responsible for ordering and maintaining an appropriate stock of stationery for the office.
• Responsible for the maintenance of all office equipment and liaising with suppliers to ensure timely resolution of problems.
• Support with the tracking and reporting of Fire Marshalls, First Aiders and Evac Chair Training on site, organizing training, where required.
• Responsible for preparing office communications and updating staff notice boards.
• Maintain a positive working relationship with the facilities team and reporting and arranging solutions for office IT and Facilities issues.
• Distribute all incoming mail to relevant staff and departments within a timely manner.
• Responsible for maintaining the franking machine and franking all outgoing mail.
• Arrange local and international couriers as requested by staff. 
• Support in gathering participant feedback on the service provided to them.
• To support regions with arrangements for Petty Cash paperwork and distribution, maintaining complaint Petty Cash processes, including ordering and reconciliation, and investigating and resolving anomalies
• To support the Regional Director with effective management of operational activity.
• To ensure credit card and expenses authorization systems are managed effectively.
• To support with organization of internal and external events which could include arranging outreach locations and ad hoc training venues.
• To maintain accurate records to support the teams within the regions in line with company procedures, supporting with Compliance checks and ensuring a high-quality customer experience.
• To maintain a well-organized, electronic, and manual filing system to support the management team, both current and archive.
• Ensure all sensitive information is held securely and remains confidential in line with data security policies and procedures.

Benefits

As an Ingeus employee, you will have access to a range of benefits including:

• 25 days annual leave plus bank holidays
• Life insurance
• Private medical care
• Company pension
• Online discount shopping
• Additional leave for personal development and community volunteering
• The opportunity to buy extra perks such as extra annual leave, critical illness cover, dental insurance, discounted gym membership, wellbeing services and more.

Required Knowledge, Skills, and Abilities

• Previous front of house receptionist or host experience in a busy professional environment.
• A strong communicator with the ability to communicate at all levels.
• Excellent organization, time management and IT skills including MS Office.
• Experience of coordinating events, both internal and external, including logistics and coordination of the event.
• Relationship management with internal and external stakeholders
• Customer service experience
• Data analysis and the preparation of excel spreadsheets to outline data trends.
• Ability to work under pressure in a busy environment.
• Good level of literacy and numeracy.
• Attention to detail.
• Ability to create and maintain accurate electronic and paper records.