Job Title – Receptionist

Team – Guest Services

Location – Westgate, Oxford

Reporting to – Guest Services Lead

Hours of work – 40 hours per week, five days out of seven

Pay Rate – Competitive

Job Purpose

The Receptionist is responsible for providing a professional and welcoming front-of-house service to visitors, clients, and employees. They act as the first point of contact for the organisation, ensuring excellent customer service while supporting administrative and operational activities.

Key Responsibilities

Front of House & Customer Service

• Greet and welcome visitors, clients, and contractors in a friendly and professional manner.
• Manage visitor sign-in procedures and issue visitor passes where required.
• Direct visitors to the appropriate person or department.
• Answer and transfer incoming telephone calls promptly and professionally.
• Respond to general enquiries via phone, email, and in person.

Administrative Duties

• Maintain reception and waiting areas to a high standard of presentation.
• Manage meeting room bookings and ensure rooms are prepared for meetings.
• Handle incoming and outgoing mail, parcels, and courier deliveries.
• Maintain accurate records and databases.
• Provide general administrative support to teams as required.

Security & Compliance

• Follow site security procedures, including visitor management processes.
• Report any security or health and safety concerns promptly.
• Ensure confidentiality of company and visitor information is maintained at all times.
• Support emergency procedures and evacuation processes when required.

Facilities Support

• Monitor office supplies and place orders when necessary.
• Liaise with contractors and service providers attending site.
• Assist with workplace events, meetings, and hospitality arrangements.
• Support workplace experience initiatives to enhance customer satisfaction.

Skills & Experience

Essential

• Previous customer service or reception experience.
• Excellent verbal and written communication skills.
• Professional appearance and manner.
• Strong organisational and time management skills.
• Good knowledge of Microsoft Office applications (Outlook, Word, Excel, Teams).
• Ability to multitask and work under pressure.

Desirable

• Experience within a corporate or facilities management environment.
• Knowledge of visitor management systems.
• First Aid or Fire Warden training.

Personal Attributes

• Friendly and approachable.
• Positive and proactive attitude.
• Strong attention to detail.
• Reliable and punctual.
• Able to build positive relationships with colleagues and visitors.
• Committed to delivering exceptional customer service.