Receptionist

Fixed Term Contract 6 Months 

Monday - Friday

Shifts 7.30am - 16.00pm or 9.00am - 17.30pm

Salary £24,728

Profile

As a member of the Front of House team, our clients, guests and team expect an individual whose appearance and demeanour reflect the high standards of Signature. Attitude should be one of confidence and professionalism, whilst recognising that guest satisfaction through service and performance is what is required to create an authentic experience.

Reception Desk Management:

• Greet visitors with a warm and friendly demeanour, promptly attending to their needs.
• Ensure that visitor and client arrivals are communicated to the relevant people promptly and that the visitor is either met or escorted to the relevant room in a timely manner.
• Ensure that waiting visitors are kept informed of any delays and ensure client comfort.
• Answer and direct incoming calls in a courteous and efficient manner.
• Maintain an organised and tidy work area – including the front desk, seating area, meeting rooms and the client suite kitchen.
• Provide assistance for meeting room bookings as required and to liaise with relevant parties to ensure the delivery of a professional service.

• Proactively assist with any client events.
• Ensure that all required hospitality is served promptly and to the highest standards.
• Anticipate client needs, follow up with requests and ensure the client expectations are not only met but exceeded.
• Carry out regular checks of the meeting rooms on site to ensure correct set up and readiness for client use, including rearranging furniture and room layouts as required.

• Replenish meeting room stationary as required.

• Ensure all audio-visual equipment is working and provide support when required.
• Ensure the local Workplace team are made aware of any maintenance issues requiring attention.
• Maintain appropriate stationery stocks in the reception area.
• Provide training for new team members and temporary team members.
• Collate all reception and hospitality statistics and forward to the Regional Workplace Manager on a weekly basis.
• Ensure Reception Operating Procedure manual is kept up to date at all times.

Health and Safety

• Always work in a safe manner and report any hazards to the local Workplace Team immediately.
• Follow all Health and Safety instructions as directed by the local Workplace team.
• Attend all statutory Health and Safety training.
• Ensure all catering and fridge temperatures are appropriately tested/recorded to comply with statutory legislation.
• Liaise with the trained first aider if a visitor should fall ill or have an accident and ensure all the relevant paperwork is completed for EY.

Security Awareness:

• Monitor and control access to the premises, following established security protocols.
• Report any incidents to the local Workplace team and/or building security as appropriate.
• Verify visitor credentials and issue visitor badges as necessary.
• Remain vigilant for any suspicious activity and report concerns to appropriate personnel.

Customer Service Excellence:

• Provide personalised assistance to clients, guests, and employees, anticipating and addressing their needs proactively.
• Offer accurate information about the company, its services, and facilities.
• Handle inquiries and resolve issues promptly and effectively, maintaining a high level of professionalism at all times.

Administrative Support:

• Assist with administrative tasks such as sorting mail, managing courier deliveries, and booking meeting rooms.

• Responding to the Reception Inbox making sure all emails are replied to in a timely manner.
• Receiving daily parcel deliveries and ensuring the recipient is made aware.
• Effective management of administrative tasks such as, but not restricted to; monthly visitor figures, internal auditing and staff passes report.
• Keeping the front of house QHSE folder and documentation up to date.
• Maintain electronic and physical filing systems to ensure efficient record-keeping.

Uniform Standards:

• Adhere to company uniform guidelines, maintaining a neat and professional appearance at all times.
• Ensure uniform cleanliness and grooming standards are upheld to reflect the company's image positively.
• Serve as an ambassador for the organization, embodying its values and standards through your attire and demeanour.

Company Policy & Training 

• All team members must read and sign the site SOP & Uniform standard.
• Absence Management process should be followed at all times.
• All mandatory training should be completed by all employees.

Experience

• 2 years' previous customer service experience within a reception, switchboard or room booking environment, Qualified First aider or willing to undertake a course. This would all be beneficial, but experience is not required as all training will be issued.

Skills and Knowledge

• Strong communication skills (both written and verbal).
• Be experienced with computers and software packages such as MS Outlook, Word, Excel and PowerPoint.
• The ability to interact confidently with all levels of the business and guests.
• Excellent organisational and multitasking abilities, with a keen attention to detail.
• Ability to maintain composure and professionalism in fast-paced or challenging situations.

Education or Certification

• 2 years reception/administration experience (beneficial not required).
• A Level (or equivalent).