Job objectives and responsibilities

Reception is the central point for internal and external communication and provides support for the Administration and Management team, whilst ensuring excellent standards of customer care is maintained at all times

Main duties

1. To open and close Reception Monday-Friday 08.00-17.00 hrs
2. Respond to telephone calls in a professional, friendly, and effective manner
3. Welcome visitors to Festival Place Management Suite and ensure that they are looked after and dealt with promptly
4. Issue visitor passes/guide them to sign in digitally providing health and safety advice as required
5. Carry out administration functions for the Operations team as required i.e., fire audit, waste sheet etc.
6. To monitor and respond appropriately to communications via the Festival Place email address
7. Support the Compliance Manager with the Clients and Mitie's online Health and Safety systems including permits to work and incident reports
8. Type up Fire Audits from the Operational Managers to be distributed to the retailers
9. Provide a weekly Fire Audit update to the Support Services Manager
10. Provide a weekly Complaints list, and any action taken, to the Support Services Manager
11. To be an active Fire Warden for Front of House
12. To record daily Waste Sheets ensuring correct data is added to spreadsheets
13. To be responsible for the administration of pallet collections
14. Accept and sign for parcel deliveries and ensure relevant departments receive the deliveries
15. Manage the booking of meeting rooms ensuring that refreshments are provided as required and ensure Managers kitchen is tidy and clean always.
16. Ensure the meeting rooms are kept at a high standard, and well maintained
17. Review the Vantify Risk Manager software to ensure incidents reports are reported and permit to work issue are correct etc.
18. Sorting incoming mail and distributing accordingly
19. Assist the Support Services team as required by the Support Services Manager
20. Maintaining stock levels of office provisions e.g., milk, coffee etc.

Person Specification

·         Educated to GCSE level or above

·         Knowledge and ability to use IT systems including MS office

·         Ability to influence and liaise with others

·         Disciplined and professional attitude

·         Ability to work within established procedures and contribute positively to any improvements

·         Ability to listen and demonstrate creative thinking skills

·         Understanding of the Health and Safety at Work Act

·         Ability to multi-task, work well under pressure and use own initiative

·         Team player

·         Strong written and verbal communication and ability to flex style to meet needs to different business units

·         Ability to work autonomously and make own decisions

·         Flexible and adaptable approach to workload

·         Building relationships

·         Working closely with the rest of the operational team in the business and across the wider Mitie community

·         Working closely with other support services when required

·         Liaising with managers, senior management, and Directors

Brand Management

·       Ensure that the office administration systems work effectively, and that any communication is of a quality and standard that is consistent with the Festival Place brand

·       Ensure all activities are carried out in a professional, proactive, dynamic, smart, and approachable manner in accordance with Festival Place philosophy in delivering exceptional customer service

·       Escalate issues with possible impact on Festival Place to appropriate departments both internal and external