Careers

Receptionist

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

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.

PRINCIPLE DUTIES

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.

SysAid

  • 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.
EDUCATION/EXPERIENCE/SKILLS REQUIRED
Education
  • 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
Values
  • Respect
  • Relationships
  • Responsibility
High Performing Behaviours
  • Be Entrepreneurial
  • Be Empowered
  • Be Collaborative
  • Be Safe
  • Be Focused
  • Be Open
  • Be a Leader 

APPLY FOR THIS ROLE