Receptionist with Administration Duties

Job Listing No: 9740000

Receptionist with Administration Duties

Job Title:

 

Receptionist with Administration Duties

 

Location:

Andras House, 60 Great Victoria Street, Belfast, BT2 7BB

 

Department:

 

Administration

Responsible to:

 

HR Manager/HR Officer

Rate of Pay:

 

National Minimum Wage/ National Living Wage 

Hours of Work:

 

40 hours per week

Qualifications and Experience

 

Essential:

 

·         Experience within a Reception and/or Administrator Role

·         5 GCSEs at grades A-C to include Maths and English or equivalent qualification

·         Experience in answering telephone calls and meeting and greeting guests

·         Good working knowledge of using MS Office to a competent level within an office environment, especially MS Word, Excel and Outlook

·         Strong communication skills both verbal and written

Desirable:

  • Experience within the hospitality industry

Purpose of Job:

Ensure the efficient running of the reception by answering the phones confidently and effectively, greeting visitors to the office, taking and passing on messages and provide a comprehensive administrative service ensuring all tasks are performed in a timely and accurate manner

 

Main Duties:

·         Provide an efficient and welcoming reception, answering the telephone and transferring calls in a proficient manner, taking messages when required

·         Ensure all voicemail messages to main office number are taken and directed to staff

·         Managing the Reception area and ensuring the Reception area is kept tidy

·         Provide administration support carrying out typing/audio typing and preparation of word processing documents as requested

·         Review and update on a regular basis the staff contact and telephone extension lists

·         Keep a record of staff and visitors signing in and out of the office on a daily basis

·         Organise office stationery supplies, maintaining adequate stocks and the ordering of new supplies

·         Preparation of the meeting room and assist in arrangements for catering provision ensuring that the kitchens are stocked with milk, sugar, tea and coffee, etc

·         Manage incoming emails and distribute as necessary

·         Maintaining central contacts database

·         Keep an accurate record of outgoing couriers

·         Undertake photocopying and faxing keeping a record of all incoming and outgoing faxes and correspondence

·         Opening, sorting and distributing of the incoming and outgoing post

    Note: The above is not intended to be an exhaustive list and you will be expected to comply with any reasonable requests or duties directed by management

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