Receptionist


  • £12000 per annum
  • Posted: 24/11/2016
  • Ipswich
  • Job Ref: 155100046
  • Permanent

Job Details

Job Title: Receptionist
Location: Ipswich
Contract Type: Permanent/Part Time

Our client in Ipswich is seeking a Part Time Receptionist to join its team.
Your hours of work would be Monday to Thursday 12:30 - 17:30 and Friday 08:30 - 17:30 (with one hour unpaid break), 28 hours per week
As a Receptionist you will ensure a highly professional and effective switchboard and reception service is provided
Your duties and responsibilities will include:
Reception Duties
" Setting up Reception area and Switchboard in preparation for the start of business 08:30 on a Friday
" Retrieve any messages from answerphone, forwarding as applicable
" Greeting clients, other visitors and contractors ensuring that the agreed procedures for signing in are carried out
" Ensuring that the Reception area is kept clean and tidy and that fresh coffee and other beverages are available for clients throughout the day and that newspapers and magazines are tidy and up to date
" Compile daily staff status in/out office list, forwarding by email
" Close down reception and ensure all meeting rooms are secure and any electrical items switched off
Services
" Answer all telephone calls recording data of all incoming calls. Deal with all incoming faxed using agreed procedure
" Undertake DX postal duties i.e opening, stamping and recording of cheques received. This task is normally undertaken by the Admin Assistant
" Setting up of meeting rooms within agreed booking system in preparation for start of business
" Handling sensitive and confidential calls from employees and partners - informing HR only of sickness absence, adhering of data protection policies
" Maintain a booking procedure for meeting rooms together with catering arrangements as necessary
" Ensure current telephone lists are available in all meeting rooms
" Liaison with cleaning contractors to ensure all tasks have been completed according to the contract
" Maintain staff parking allocations accordance with the Firms policy
" Record all incoming parcels and hand deliveries
" Processing of cheques
System Admin
" Ensure all telephone system administration is maintained by implementation of record keeping for fault logging engineer call out, extension allocation/shifts call accounting for management analysis
" Assisting the Head of Facilities and Admin with updating floor plans for all telephone extension location and staff changes
" Updating of telephone list and signing in/out staff sheets - including starts and leavers in liaison with the Head of Facilities and Admin
" Record Staff holidays and other absences to Attendance records on system using agreed procedure
" Assisting with external enquires using Firm OS/Solcase
" Maintaining staff business cards and company brochure stand
" OWP archiving / Deeds storage
" Assist with OWP / Deed request - locating storage numbers and forwarding details to storage unit for retrieval, once received logs as received on database and process and return
" Assist on auctioning audit files for Distinctive Partnerships

Training
" Provide effective training on switchboard and Reception duties for designated personnel as required
" Provide effective training on use of telephone handset and voicemail facilities. Designing suitable program and schedules together with record keeping for evaluation
Misc. Duties
" Assist as required with preparation of mail shots and post
" Filing, photocopying and other ad hoc tasks as and when required to assist admin team
" Ordering and maintaining stock control of hospitality goods
" To provide cover for the morning Receptionist's absence, such as holiday & sickness. A flexible approach is essential to ensure optimum team working, which might involve changing working patterns to minimise the use of overtime. Where unavoidable and agreed in advance by the BUD or HR Department, overtime is payable for extra hours worked
" Attend monthly team meeting that may take place outside usual (8:30-12:30 for AM and 12:30-17:30 for PM shifts) working hours. A flexible approach is essential to ensure the hob-share work effectively. Overtime is payable for extra hours worked.
" To assist and support new members of the admin team
" To promote the firm with all members of the public
" To carry out any reasonable duties as may be directed by the Partners or the Management of the firm

To apply for this position, please contact Nicola Sutton at Pertemps on 01284 717876 or email: Nicola.sutton@pertemps.co.uk