Receptionist

Job Description

ReceptionistMy client is a leading organisation based in Belfast, City Centre. Who specialise on delivering support and services to improve the health and wellbeing of those in need. They are currently seeking a Receptionist to join their team.This is a Full-Time, Temporary position, for 3 months (with the possibility of being extended thereafter)Working hours: 37 hours per week 9am-5pmHybrid – 1-day WFHWith a salary of £22,519 - £23,955 per annum (dependent on experience)Closing date Thursday 20th July 2023Job Role:You will be the first point of contact for clients upon arrival. This will include greeting clients, addressing client queries where possible and directing to relevant staff members.Essential Criteria:

• A minimum of five GCSEs at Grade C or above, which must include English Language and Mathematics.

• At least two years relevant experience within the last eight years of administrative duties, where relevant is defined as possessing experience in ALL of the following:

• Receptionist duties in a high volume, client facing environment.
• Dealing with client/customer queries in person and by telephone.
• Use of all elements of the MS Office package (Word, Excel, Access, PowerPoint, Outlook) in a business context.
• Maintaining both electronic and paper-based office administration systems.
• Experience of dealing with a confidential and sensitive information.

• Excellent communication skills both written and verbal with the ability to communicate with stakeholders at all levels.
• Ability to work as part of a team as well as your own initiative.

Main Duties and Responsibilities:

• First point of contact for both visitors and telephone callers - answer telephone calls, record messages and/or refer calls.
• Maintain the client Management Information System.
• Manage the reception area to ensure a high standard of cleanliness and presentation is maintained.
• Maintain a register of all incoming and outgoing post.
• Provide detailed information in relation to the programmes to clients in person and/or via telephone.
• Provide client support by checking documents and providing advice and guidance.
• Provide administrative support to the Health & Wellbeing function and wider organisation.
• Draft correspondence to clients in order to provide or seek additional information in relation to individual applications.
• Ensure the accuracy of client contact information held.
• Collate and present information at the request of management.
• Assist with the collation and timely distribution of information and other papers, to include typing, formatting, photocopying etc.
• Ensure that audit files are maintained for all correspondence and other materials.
• Enter and manipulate data and information utilising Microsoft Office suite (including preparation of documents for senior managers); binding; laminating; filing; drafting correspondence for review and clearance by senior staff.
• Maintenance of electronic databases and the collation/onward transmission of data to others as required.
• Document all client interaction on both the computerised database system and paper-based filing system.
• Contribute to the continued improvement and quality of the Administrative Support Service.