Job Description
Life at The IN Group
Put simply, we’re a group of talent brands that unlock the power of people. We love growing, evolving and challenging the status quo. We work in a truly human way that goes the extra mile and cares about building long-standing relationships.
We’re very proud of our six brands:
* Investigo - Award-winning permanent and temporary recruitment with 21 specialisms and sectors, in the UK, US, and Europe
* Definia - Defining, designing, and delivering technology, transformation, and cultural change…
* BioTalent - Life sciences recruitment sourcing talent across the globe to offer a first-class, people-centred service
* InX - Executive search and interim management solutions to accelerate leadership and help them to build their teams…
* Caraffi - Talent advisory solutions, employer branding, talent acquisition strategies, and talent advisory leadership development
* Sigma Labs - Hire, train and deploy high-performance technology consultants to help businesses fill the digital skills gap
The Team
The Head of Facilities, with the support of one receptionist we work together to keep the office running smoothly and make sure it’s a safe, welcoming space for everyone. Along with managing the building’s maintenance, we handle any repairs, layout changes, or upgrades, coordinating with vendors and contractors as needed. Our receptionist is a key player, helping to organise and coordinate internal and external meetings, ensuring all visitors have a great experience from the moment they walk in. They’re our go-to support for scheduling, setting up meeting rooms, and keeping communication flowing. Together, we focus on creating an efficient, comfortable environment where everyone be their best.
Role Impact
The role requires someone who is confident, proactive, and self-efficient. The ideal candidate would be someone who has had previous experience in reception/administration but is not essential. This is a 6 month contract initially to cover a secondment.
Key Responsibilities in this role
Meeting Organisation
* Schedule and manage meetings efficiently through Microsoft Outlook Calendar, coordinating with staff to ensure smooth planning and execution.
Client and Candidate Reception
* Welcome clients and candidates warmly, creating a positive first impression of the company.
Board Meeting Support
* Provide refreshments and ensure meeting rooms are prepared for all board meetings, maintaining a professional and comfortable environment.
Phone Reception and Call Management
* Answer and transfer calls through the switchboard with professionalism and clear communication, directing inquiries to the appropriate departments.
Document Management
* Scan and upload registration forms to our online portal to maintain accurate and organized records.
Mail Handling
* Distribute incoming mail, handle outgoing post, and coordinate any necessary mailroom tasks.
Office Supplies Coordination
* Order weekly fruit and milk for the office, ensuring these essentials are consistently stocked for staff convenience.
Ad-Hoc Tasks
* Complete any additional tasks as requested by management, demonstrating flexibility and a willingness to support the team.
CV Distribution
* Direct incoming CVs to relevant departments, facilitating smooth recruitment processes.
What You Need to Succeed in This Role
Reception/Administration Experience
* Previous experience in reception or administration is preferred, though not essential.
Strong Teamwork
* Work effectively within a team, contributing to a positive and collaborative office environment.
Problem-Solving Abilities
* Use initiative to address issues as they arise, ensuring operations run smoothly.
Customer Service Orientation
* Engage professionally and courteously with all clients, candidates, and colleagues.
Professional Phone Etiquette
* Handle phone interactions confidently and courteously, maintaining a polished company image.
Multitasking and Prioritization
* Balance and prioritise tasks effectively to manage competing demands.
Familiarity with Microsoft Outlook
* Competence with Microsoft Outlook is essential for scheduling and coordinating meetings efficiently.
Interested or know someone who is? Apply today!