JOB PURPOSE
1. Provide an efficient and effective reception/switchboard service.
2. Assist in the provision of an efficient and effective internal and external mailing system.
3. Provide administrative support to Management.
4. Assist in the provision of an efficient and accurate room booking system for facilities within the estate.
MAIN DUTIES AND RESPONSIBILITIES
Reception
5. To be the first point of contact for visitors at reception areas, provide a response to routine queries and record messages accurately.
6. Provide advice and support for internal and external queries, enquiries and requests which may arise from visitors and staff.
7. Sort, screen, date stamp, record and distribute incoming mail/deliveries to reception in line with service practice.
8. Perform announcements across the telephone network when required.
9. Deliver a professional and customer focused service.
Switchboard
10. To be the first point of contact on switchboard and delivery of all incoming and outgoing calls, dealing with routine queries and record messages accurately.
11. Report system faults or difficulties which arise with the telephone network to Management.
12. Deliver a switchboard service that meets the needs of the customer.
Mail and Parcel/Package Delivery
13. Sort, screen, date stamp, record and distribute incoming mail/deliveries as instructed.
14. Preparation of outgoing mail.
15. Carry out procedures required in relation to the receipt of parcel and package deliveries.
Booking of Rooms
16. Provide an effective and efficient system for the booking of meeting and training rooms and to liaise with Building Supervisor and Canteen Staff.
17. Reporting of difficulties with room bookings to Management.
Secretarial Assistance
18. Provide administration duties in connection with the full range of services within Customer Support Services as requested by Management.
19. Use of ICT packages including Word Processing, Spreadsheets, Databases, Outlook, Microsoft Teams as required and use of the telephone system.
20. Update and maintenance of a Database and Spreadsheet of EA staff.
21. Assist in the issue of Access Control/Identification Passes for EA staff.
Other Duties
22. Undertake relevant training as requested by Management.
23. Undertake any other duties at the request of the Head of Service.
24. Promote and adhere to the values/ethos of the Education Authority.
25. Take a responsive and customer focused approach to work.