Receptionist

1. Job Purpose The post holder will: Provide an efficient telephony and reception service for the organisations headquarters building. Provide a post room service for the building. Assist with any general administration required. Work with other staff and managers as necessary. Be flexible at all times according to the needs of the organisation. 2. Key Result Areas (dependant on assignment) To ensure all calls are directed to the appropriate staff and tenants in a helpful and informed manner. To receive all visitors to the organisation headquarters in a welcoming manner. In accordance with the organisations security policy, ensure that all visitors sign in and out, are issued with appropriate badges, and ensure that the Host is contacted to collect the visitors and escorted within the building Take messages for visitors in the building and for staff if PAs are not available, and redirect them in a timely and polite manner. Be flexible in providing cover for colleagues absences on sick
leave or annual leave. Meeting Rooms Ensure that information on requirements is available, i.e. room layouts and equipment requirements. Front of House To be responsible for sorting, distribution and franking of post and ensure collection by the Royal Mail or courier service on a daily basis. Prepare electronic stationary order for authorisation. Ensure central store stock levels are maintained to an agreed level. Ensure that there are adequate supplies of paper at each printer on weekly basis. Receive and record all deliveries, including hand-delivered mail, to the building and arrange for appropriate storage or collection. Redirect goods as required. Ensure that the reception area is kept in a tidy and presentable fashion, and that health promotion leaflets and general information available to the public is kept up to date and replenished when necessary. Maintain a list of staff car registration numbers and liaise with the Front of House Team over any parking difficulties. Any other
ad hoc clerical duties assigned by their Line Manager as appropriate. Health and Safety: To be fully trained as a Fire Marshall. To ensure that the Fire Manual Book is up to date. To produce an Attendance Log in the event of a Fire Evacuation. To call 999 in the event of a fire. To participate in the Lockdown procedure and act as the central point of contact. Computer/Administration Maintain a computer database of internal staff numbers in liaison with the IT department. Maintain useful external telephone numbers and general information relating to external organisations. Keep the reception procedure manual up to date and liaise with the Facilities and Contracts Manager about changes and revisions. Ensure smooth handover to colleagues. Communication Demonstrate effective communication skills and promote a positive image of the team with service users, carers, professional and external agencies from a variety of disciplines, both within and outside
Your Healthcare. Respond to frequent enquiries made by clients / staff, either in person or on the telephone, promptly and in a professional and courteous manner in line with Your Healthcare policy. Work competently within current procedures for own working practice and, where appropriate, contribute to the development and implementation of changes to improve own working practice/service, policies, procedures and guidelines.