Job Title Receptionist (Fixed Term Contract) 
Line manager EA & Onsite Facilities Manager
Location London
Department Facilities

Proactively support the company efforts in ensuring we have a great place to work by acting as the first point of contact for the Company and answering external and internal calls and welcoming guests and staff.


Reception General Tasks

  • Greet visitors in a professional and courteous manner.
  • Deal with all external and internal calls promptly and efficiently within three rings.
  • Action messages taken from calls or requests from members of staff.
  • Prepare list of external visitors expected via Sky visitor system and notify building reception staff and keep everyone in the loop with changes to maximise security for the company.
  • Book meeting rooms and arrange V/C, Tele-conference facilities, refreshments and catering as required.
  • Manage the reception e-mail box.
  • Manage the HRM mailbox, checking and authorising health and wellbeing applications.
  • Maintain an up-to-date list of telephone / mobile numbers for all London office staff and produce a staff movement’s summary on a weekly basis.
  • Manage all incoming / outgoing post including going to the Post office and courier requirements.
  • Receive all deliveries, check that it’s for Capricorn, sign and notify relevant personnel.
  • Order taxis for staff and guests.
  • Purchase stationery and kitchen consumables on a regular basis, always ensuring sufficient supplies.
  • Ensure all printers are in good working order and constantly supplied with paper and toner.

Unit 4

  • Raise requisitions for the London office and receipt invoices when required.
  • Manage corporate expense account for “other” consumables / services by raising purchase orders and submitting expenses each month via Unit4.
  • Raising Purchase Order and communicating with Suppliers.
  • Booking travels for staff when needed.

Health, Safety & Security

  • Act as Fire Warden and First Aider for the office.
  • Respond to out of hours emergencies that may occur in the office.
  • Programme new passes as required including terminating passes when individuals leave.
  • Key holder for the office.
  • Act as point of contact for Business Continuity purposes.
  • Act as the London representative on the Office HSES committee and undertake any actions as required.


  • Act as point of contact for any IT / Telephone related issues in the office and change / manage data tapes for the communications rooms.
  • Attend tenant meetings as Capricorn representative, reporting any repair work that needs to be done and liaising with the building management.
  • Co-ordinate repairs and maintenance required for the office via preferred contractors.
  • Co-ordinate new start / induction arrangements e.g. phone, computer, desk, etc.
  • Organise furniture moves/removals when appropriate.

EA Shadowing

  • Provide cover for the Office Manager/Executive Assistant.
  • Provide any further support as required by senior management in the office.
  • Arranging travel & accommodation for members of staff.
  • Ad hoc admin support
  • Document collating for visa applications and submitting them at the embassies when needed.
  • Good standard of education at secondary school level/Degree level.
  • GNVQ Level 3 with Merit
  • Desirable: Degree level in Business Management
Relevant Experience/ Skills 
  • Experience of working as a receptionist / office administrator is essential.
  • Experience of dealing with a busy switchboard.
  • Excellent communication skills
  • Able to work under pressure
  • Great interpersonal skills
Company Values and High Performing Behaviours
  • Respect
  • Relationships
  • Responsibility
High Performing Behaviours
  • Be Entrepreneurial
  • Be Empowered
  • Be Collaborative
  • Be Safe
  • Be Focused
  • Be Open
  • Be a Leader