Job Title: Receptionist
Reports to: Guest Services Lead
Location: Westgate Oxford
Pay Rate: £12.89 per hour

Job Purpose:

To provide a professional and welcoming first point of contact for visitors, clients, and staff. Responsible for managing front desk activities including answering calls, handling inquiries, and ensuring a smooth and efficient reception service.

Key Responsibilities

• Greet and welcome visitors in a friendly and professional manner, ensuring a positive first impression.
• Answer and direct incoming telephone calls; take accurate messages when required.
• Maintain a clean, tidy, and presentable reception area and meeting rooms at all times.
• Handle all incoming and outgoing mail, packages, and deliveries efficiently.
• Manage visitor logs and issue visitor passes in accordance with security protocols.
• Schedule, prepare, and coordinate meeting room bookings, including setup and post-meeting tidy-up. Collaborate with housekeeping and meeting holder where appropriate.
• Monitor and respond to enquiries in the Westgate Oxford inbox promptly and professionally within 24 hours.
• Provide accurate information to guests and staff regarding Westgate services and operations.
• Escalate or resolve guest complaints appropriately, ensuring excellent guest service.
• Perform regular inventory checks and replenish kitchen sundries at the start of each shift.
• Raise and manage service tickets for the office phone system and report faults via the Resolve app.
• Support general administrative tasks such as photocopying, filing, and data entry.
• Maintain and update internal contact lists and staff directories.
• Assist with meeting and event preparations as needed.
• Collect and manage guest feedback using the “Made You Smile” system.
• Maintain confidentiality and discretion in all interactions.
• Report any maintenance or safety issues in the reception or meeting areas.

Skills & Experience

• Proven experience in a receptionist, front desk, or customer service role.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office (Word, Excel, Outlook) and PowerPoint.
• Strong organizational and multitasking abilities.
• Professional appearance and demeanour.
• Ability to remain calm and courteous under pressure.

Preferred Qualifications

• English GCSE

Working Hours

• Monday to Friday, 0800 – 1700