Receptionist (Fixed Term Contract - 12 months)
15 days ago
Durham
Do you want to be part of a successful family-owned North East business that has been helping to meet the changing needs of UK society since 1976? This role is working for one of the UK’s leading independently owned developers operating in mining, property and housebuilding. We are looking for a front of house receptionist for a fixed term period of 12 months, maternity cover, based at our Head Office in Meadowfield, Durham in the North East of England. Overall Objectives: In your role you will be responsible for providing an efficient and professional reception and administrative support service with a strong focus on customer service to assist in the achievement of business objectives. You will take overall responsibility for the smooth running of the Banks Group Head Office reception function, including all associated duties, to ensure the Company’s image is promoted at all times. Key Duties & Responsibilities Responsible for reception and associated duties, ensuring reception area is maintained to a high standard and always promote a professional image at all times: • Receiving, sorting and logging of incoming and outgoing mail daily., • Postage – ensure franking machine always has sufficient funds, labels, and ink replacements. Maintain associated spreadsheets for Royal Mail & Pitney Bowes, • Maintain a safe and clean reception area, including business lounge, meeting rooms and kitchenette., • Ensure company literature is accurate/up to date and adequately displayed in the visitor’s lounge., • Efficiency of diary system operated ensuring knowledge of staff whereabouts and visitors names., • Manage bookings for internal and external meetings., • Ensure external meetings rooms are appropriately set up prior to meetings with refreshments in place as required and room cleared after meeting is concluded, • Ordering Main Board Director’s lunches and lunches for meetings as required, raising purchase orders, verification of invoices and maintenance of records, providing monthly spend update., • Reception Guidance Notes – Update as required and review on an annual basis, • General typing and admin duties as and when required Deal with telephone calls/visitors and enquiries in an efficient and professional manner: • Answering all incoming calls promptly and transferring accordingly following the Company protocol., • Provide a warm and professional welcome to all visitors (both external and employees)., • Quality, efficiency and accuracy of messages taken and timeliness delivery., • Quality, efficiency and accuracy of enquiries dealt with., • Efficiency of systems operated, i.e. visitor’s book, reception diary. To ensure telephone system is maintained and operated, liaising with the IT department as appropriate: • Efficiency and knowledge of systems operated., • Liaise with the IT Department to enable an accurate and up-to-date list of internal telephone numbers at all times, ensuring all incoming calls are directed correctly., • Produce hard copies of the internal telephone list for senior members of staff as appropriate., • Timeliness of repairs to faults. Banks Website – Accurately maintain and update the Company website with internal and external press releases as required. Stationery – deal with all stationery ordering in a timely manner, making costs savings where possible: • Quality and efficiency of orders for the Group following established Company procedures., • Check and maintain stock for Head Office, • Accurately monitor and reporting of budget, • Email Office Managers with details of spend each month, • Quality and efficiency of orders of Graphics stationery liaising monthly with our Branding Manager., • Carry out Annual Market Testing exercise to ensure best value/service for the business Hotel & Travel – deal with all hotel and travel bookings in a timely manner, making costs savings where possible for the Group: • Quality and efficiency of bookings made following established Company procedures., • Effective and timely communication and liaison with booking agents and staff/clients., • Accurately monitor and maintain budget spreadsheet. Christmas cards/calendars: • Liaise with Chairman’s PA to support the annual process of Christmas card and calendar orders for the Group, • Liaise with all staff to maintain accurate database of contacts – review annually, • Accuracy and timeliness of data provided, • Accuracy, timely and distribution of cards/calendars Ensure high standards of document control in line with the Company’s procedures. Ensure high standards of efficiency and service and provided by constantly reviewing working methods/office procedures: • Ability to assess needs, suggest, liaise and action, • Attendance and quality of contribution at admin meetings, • Quality of team participation The above list is not exhaustive, and there will be a reasonable requirement for you to assist your fellow secretarial teams as well as other professionals, as and when required. This includes but is not limited to undertaking tasks to assist in the efficiency of other teams (eg the project and planning teams) as well as team cover during holidays and other absences. Qualifications, Knowledge & Experience: ESSENTIAL: • Previous experience in a receptionist role, • Excellent knowledge of Microsoft Office packages, including Word, Excel, PowerPoint, Outlook and Teams, • Excellent communication skills both verbal and written, • Ability to multitask, hitting key deadlines as required, • Computer literacy, • Experience of auditing procedures, • Experience of working in a fast-paced and project-centric environment with multiple priorities, • Experience of effective note / minute taking Personal Qualities / Competencies • Ability to handle confidential and sensitive information with absolute discretion, • Professionalism and ability to interact effectively with a variety of internal and external stakeholders, being diplomatic and discreet in approach, • Well organised, efficient and meticulous, • Ability to handle conflicting priorities and work calmly under heavy workload pressure, • Be an active team player, supporting the team and providing encouragement to each other, • Ability to manage own workload and time effectively, • A proactive and positive can-do attitude, • A self-starter, with the willingness to continually develop professional skills, • Resilient to change, • Flexible & responsive, • Comfortable with regular travel, sometimes at short notice, • Excellent attention to detail Employee Benefits: • Competitive Salary: Enjoy a competitive salary., • Generous Leave: Benefit from generous annual leave plus public holidays to maintain a healthy work-life balance., • Pension Scheme: Secure your future with our company pension plan., • Parental Leave: Access enhanced maternity, paternity, and adoption leave to support your growing family., • Wellbeing Support: Utilise our Employee Assistance Programme, health and wellbeing discounts, and the support of qualified health advocates and Mental Health First Aiders., • Sustainable Initiatives: Participate in our Electric Vehicle salary sacrifice scheme, Cycle2Work scheme, and enjoy discounts through our e-voucher program with major retailers., • Financial Security: Benefit from generous life assurance coverage for peace of mind. How to Apply: Using the form below, or send your CV and covering letter detailing your relevant experience to: Don’t delay and apply today!! No recruitment agencies inquiries please.
