Main Purpose of Job & Responsibilities

 Operate switchboard – transferring calls, taking messages, emailing messages promptly.
 Keep daily ‘sign-in’ diary up to date at all times. Liaise with supervisors to record all absences.
 AM post – open all post and deliver to appropriate departments
 PM post – Register Recorded and Special delivery post. Frank all post for 4pm collection
 Monitor and book meeting rooms etc when requested. If coffee/tea is requested for a meeting, be prepared before meeting starts.
 Liaise with TRL Catering staff if lunches are required for meetings.
 Filing – Delivery notes, purchase orders, postal information etc.
 Make sure that reception is neat and tidy at all times - keeping newspapers and magazines up to date. .
 Mail shots – assist with adhoc tasks
 Monitor Stationery cupboard – carry out regular stock checks & keeping it tidy, when required.
 Stationery Orders – Fax the order to supplier every Wednesday. Record the requesting Department against Stationary order before passing to Reception Manager for approval.
 Distribute stationery order received, Thursday.
 Check franking machine funds. If we are due to send out a mail merge then funds should be checked and topped up if possible.
 Top up Franking machine.
 Check for changes and updates to Switchboard.
 Update Excel spreadsheet Orange and BT telephone bills.
 Ordering Couriers from CCF.
 Assist rental reservations when required
 Assist PA and Facilities Manager when required
 Assist Directors when required
 Collecting visitors from reception and refreshments.

Skills

 Excellent people skills, be presentable and polite at all times.
 Excellent computer skills Microsoft Word, Excel, Outlook and the Internet.
 Be proactive and be able to use initiative.
 Excellent telephone manner and clear speaking voice.

Success Criteria

 To provide an efficient and professional service at all times to all customers.
 Develop a good working relationship with all internal, external customers and suppliers.
 To work effectively as a member of the Reception team.

Miscellaneous

 Monday to Friday core hours 0830hrs to 1800hrs
 £Salary dependent on skills





CONTACT
Claire  Bradford

EYE4recruitment
Stoop House
PO Box 562
Farnham
Surrey
GU1 1ED