Overview
Shaw healthcare are currently recruiting for a Receptionist/ Administrator to join our property department based in our head office in St Mellons, Cardiff.
Hours - 37.5 Hours per week - Monday-Friday office based
Salary - £27,414.18 per annum
Benefits
* 28 days annual leave including bank holidays
* Employee Ownership Trust
* Onsite parking
* Enrolment to NEST pension
* Retail/Leisure/Holiday and travel discounts
To provide a friendly and efficient reception and administrative service at the Shaw healthcare head office.
Duties - Reception
* Answering, screening and forwarding incoming calls.
* Greeting visitors, providing refreshments and showing visitors to meeting rooms.
* Provide health & safety advice to visitors.
* Dealing with incoming and outgoing post and parcels.
* Maintaining signing in book and issuing visitor passes.
* Booking of meeting rooms.
* Manage stationery room and record stock as required.
* Dealing with Contractors and Suppliers.
* Liaison and administration in respect of Care and Housing enquiries.
Duties - Administrative
* Placing orders for planned and reactive maintenance works and purchases. To receive and process repair requests from care homes and housing tenants.
* Arranging surveyor's visits as appropriate. Obtaining quotes for works and equipment purchases.
* Direct Labour - Monitoring of Direct Labour works orders and material purchases.
* Provision of secretarial support to Building Surveyors and the department generally, including compiling contract documentation, typing reports and analysing spend.
* Daily use of Microsoft Office package including, word, excel as well as bespoke Maintenance and Finance software and contractor portals.
* Assist in the management of the “Life Cycle” process in respect of obtaining approvals, placing orders and maintaining records.
* Purchasing - Receiving requisitions, sourcing and selection of products, agreeing prices, placing orders and approving associated invoices. Identification of new suppliers and the setting up of accounts.
* Tenants - Receiving and resolving tenant queries. Liaison with Housing Officer on tenancy issues.
* Record keeping - Review, maintain and up-dating compliance spread sheets including but not limited to the Gas and Electrical service contractor database.
* Liaising with Local authorities and utility providers in respect of new tenancies.
* Assist in the delivery and retention the various ISO accreditations.
* Participate in the management of the Head Office function through miscellaneous tasks as required.
* Assist in the management of various national procurement agreements including waste collection, building supplies, laundry supplies, Work wear etc.
* Any other duties as required by the Director of Property Management.
Relationships
* At all times to provide excellent customer service over the telephone or in person to both internal and external clients and to work to the highest standards.
* To develop and maintain close and effective working relationships with colleagues across the organisation.
Essential Criteria
* Previous experience in working within a busy reception
* Experience in working in a telephone help desk environment
* The ability to effectively prioritise and manage a busy workload
* The ability to provide general office administration support
* Competence in using Microsoft Word, Excel, PowerPoint and Outlook
* Technology the ability to operate reception equipment, franking machine and photocopier
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