Receptionist Responsibilities & Expectations
As the first point of contact for visitors, clients, and internal staff, your role as receptionist is essential to ensuring a professional, organized, and welcoming office environment. The following outlines your core responsibilities and expectations.
Daily Administrative Operations
Manage front desk activities, including answering phones, handling emails, and general correspondence.
Manage appointments using the Sortscape /CRM system (schedule changes, cancellations, rescheduling)
Manage invoices
Monitor and replenish office supply inventory; place orders as required.
Handle all incoming and outgoing mail and deliveries in an efficient manner.
Taking over the phone payments. Locking up the office at the end of the day.
Front Desk & Visitor Management
Greet all visitors and clients in a courteous and professional manner.
Maintain a clear visitor sign-in process, ensuring accurate records are kept.
Notify relevant staff of guest arrivals promptly.
Keep the reception and communal areas clean, tidy, and welcoming.
Scheduling & Coordination
Assist with booking meetings, appointments, and internal events.
Coordinate meeting room use and ensure rooms are prepared in advance.
Support staff in arranging travel, accommodation, and logistics when needed.
Filing & Records Management
Maintain physical and digital filing systems in an organised and secure manner.
Handle document preparation, printing, scanning, and copying as required.
Ensure confidential data is stored, accessed, and shared in line with GDPR guidelines.
Financial & Office Support
Support with basic bookkeeping and invoicing tasks as directed.
Liaise with the finance or accounting team to ensure timely processing of invoices or expenses.
Track and file vendor invoices, delivery receipts, and other financial documentation.
Employee & Office Support
Assist in onboarding new staff,
Coordinate office maintenance and liaise with cleaners, and external contractors.
Monitor cleanliness and functionality of common areas such as kitchen, reception, and bathrooms.
Compliance: GDPR & Data Protection
Handle all personal data in compliance with GDPR and company privacy policies.
Ensure that any confidential or sensitive information is not left unattended or exposed.
Report any data breaches or concerns to the appropriate manager immediately.
Maintain discretion and professionalism at all times when dealing with staff and client information.
Health, Safety & Workplace Hygiene
Follow all Health & Safety policies and procedures at all times.
Keep emergency contact information and evacuation procedures accessible at the front desk.
Ensure communal areas are free of hazards and report any safety concerns immediately.
Support hygiene best practices in the workplace, especially in high traffic areas.
Participate in any health and safety training or briefings when requested.
We are seeking an individual who possesses the potential to transition into a full-time role.
Job Types: Part-time, Permanent
Pay: £110.00 per day
Expected hours: 27 per week
Benefits:
* Company pension
* On-site parking
* Sick pay
Language:
* English (preferred)
Work Location: In person