Reception Administrator

Job Description

Receptionist/Admin AssistantAn opportunity has arisen for a Receptionist/Admin Assistant to join a leading establishment based in Belfast.This is a Full-Time, Fixed Term Contract Position to cover Maternity for 1 yearWorking Hours: 36.25 hours per week (term-time only) (8.30pm4.30pm)With an hourly rate of £11.44 - £11.65 (equivalent to an annual salary of £20,450 to £20,804 per annum)Essential Criteria: Hold a minimum of 5 GCSE passes at grade C or above (or equivalent) including English and Mathematics Have a minimum of one years experience in a clerical/administrative role which includes the practical use of computers Have a minimum of 6 months experience of working in an environment which demands Have a minimum of 6 months experience of working in a role with direct contact with a range of people (e.g., service personnel/contractors, visitors, customers, members of the public, staff etc.) Possess excellent ICT skills to include working knowledge of Microsoft Office including Word, Excel, PowerPoint, and Outlook Excellent communication skills both written and verbalwith the ability to communicate with stakeholders at all levels Ability to manage and prioritise a busy workloadMain Duties and Responsibilities: Receive, advise and assist visitors to the premise as required in a prompt, pleasant and professional manner To operate the door entry access system (VPass) and allocate visitor/contractor passes and pupil door passes To operate the telephone switchboard system To deal with all calls in a prompt, pleasant and professional manner; accurately recording messages and passing messages or queries to the relevant member of staff To deal with queries from pupils who make enquiries at the reception point Record the names of individuals attending events Record details of permission to be absent. To publish relevant attendance reports such as absence reports on a timely basis Co-ordinate and oversee the publication of the daily announcements Ensure that the front office is secure and locked at the end of the day and when not occupied To collate material for distribution To sort, screen and distribute mail to relevant staff ensuring that staff pigeon-holes are correctly labelled and updated To ensure that the marking room and main staff room are kept tidy and free from clutter. To deal with outgoing mailincluding the franking of all mail ensuring correct rates are used and the submission of outgoing mail to the local Post Office on a daily basis To ensure that sufficient resources are ordered and maintained in respect of office administrative requirements To manage incoming deliveries To issue car badges to members of staff. To provide word processing/filing/duplication/data processing (e.g. use of spreadsheets) and photocopying in support of administrative processes including the use of email and internet as appropriate To provide administrative and clerical support To ensure the secure storage of valuable items including mobile phones and confidential documentationTo maintain all office forms To attend weekly staff briefings, take minutes and email to all staff To provide cover for the Office Manager during lunch breaks and other times