Please note this is a temporary sick leave for an initial 2 weeks, working hours are Monday - Friday 8.00-4.30 or 9.00 -5.30pm.
Parking available, offices are in Henley-on-Thames
Role Purpose To deliver an exceptional client and visitor experience by providing a professional, welcoming, and efficient reception, switchboard, and meeting room booking service.
Key Responsibilities Reception
Welcome all visitors, creating a positive and professional first impression
Register visitors using the visitor management system and notify hosts promptly
Ensure all visitors are directed appropriately within the building
Follow procedures to contact alternative representatives if the host is unavailable
Arrange taxis and executive travel as required
Maintain a clean, organised, and presentable reception area
Act as a point of contact for general enquiries from staff and visitors
Monitor and manage the reception inboxMeeting Rooms & Events
Coordinate meeting room bookings, including room setup, attendee numbers, catering, and IT requirements
Liaise with stakeholders to ensure smooth delivery of meetings and events
Review and confirm bookings in advance to ensure readiness for the following day
Work closely with catering teams to manage hospitality requirements and last-minute changes
Ensure all visitor details are accurately recorded in the systemSwitchboard
Manage incoming calls across UK offices in a professional and timely manner
Deliver a high standard of customer service when handling all enquiries
Transfer calls accurately and efficiently
Adhere to procedures regarding cold calls and suspicious enquiries
Report and log any telecommunication faults in line with proceduresAdministration
Support general administrative tasks as required, including record keeping and booking training sessions
Assist the Facilities team with ad hoc requests
Support various projects as directed by senior stakeholders
Take ownership of assigned responsibilities and contribute to team initiativesGeneral Responsibilities
Maintain a professional appearance and business-appropriate dress at all times
Deliver a consistently high level of customer service to all visitors and colleagues
Take a proactive and flexible approach to ad hoc requests outside the standard scope
Demonstrate strong attention to detail and ownership of tasks
Promote a collaborative, team-focused working environment
Build and maintain positive working relationships with clients, colleagues, and service partners