Job Purpose
To provide front-of-house reception services and high-quality administrative support to ensure the smooth, efficient operation of the organisation. Acting as the first point of contact for visitors and callers, the role requires excellent communication, organisation, and customer service skills.
Key Responsibilities
Reception Duties
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Act as the first point of contact for visitors and clients, providing a warm and professional welcome.
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Answer, screen, and route incoming calls promptly and courteously.
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Manage the reception area to ensure it is clean, tidy, and presentable at all times.
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Handle incoming and outgoing mail, deliveries, and courier services.
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Maintain visitor logs and issue visitor passes in line with security procedures.
Administrative Support
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Provide general administrative assistance to staff and management.
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Prepare documents, reports, and correspondence as required.
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Schedule and coordinate meetings, appointments, and room bookings.
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Update and maintain company databases, contact lists, and filing systems (digital and physical).
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Assist with data entry, record-keeping, and archiving.
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Support office procurement by ordering supplies and maintaining inventory.
Office Coordination
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Liaise with external suppliers, contractors, and service providers.
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Assist with organising company events, training sessions, and staff activities.
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Support onboarding of new starters by preparing welcome materials and coordinating induction schedules.
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Ensure office equipment is functioning and arrange maintenance when needed.
Skills & Competencies
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Excellent verbal and written communication skills.
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Strong organisational skills with the ability to prioritise tasks.
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Professional telephone manner and customer-focused approach.
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Attention to detail and accuracy.
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Ability to remain calm and courteous under pressure.
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Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and general IT literacy.
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Ability to work independently and as part of a team.
Experience & Qualifications
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Previous experience in a receptionist, administrative, or customer-facing role (preferred).
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GCSEs/A-levels or equivalent; additional administrative qualifications beneficial.
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Experience with office management systems or CRM software is an advantage.
Personal Attributes
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Friendly, approachable, and professional.
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Reliable, punctual, and trustworthy.
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Discreet and able to handle confidential information.
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Problem-solver with a proactive attitude