Receptionist/Administrator

Job Description

Receptionist/AdministratorOur client, a large training company, requires a Receptionist/Administrator to be based in Central London, UK.This is a part-time weekend contract role to start on the 25th of November.You will be required to work weekends Saturday & Sunday 8:30 AM- 4:30 PM or 10 AM- 6:30 PM, primarily the 10AM shift however the first few weekends will be the 8AM shift while training.Must be reliable and willing to be a team player to assist the team.Weekend workers may be asked to cover occasional shifts in the week, however this is not guaranteed.The main purpose of the role is to:

• To provide a comprehensive, effective and efficient front of house service
• To promote equality, diversity and rights in all actions and activities throughout the company.

Key Skills and Experience:

• Ideally a minimum of 2 years experience working within a training environment or training company or exceptional administration and front of house experience
• Process oriented with excellent attention to detail
• Strong customer service skills, ability to be persuasive and diplomatic
• Motivated by being challenged and developing on skills or process to meet challenges
• A strong team player able to see group objective and work with team to meet team targets

Key Responsibilities:Daily morning tasks

• Open office and disable alarm
• Turn on lights including glass floor
• Turn dimmers up
• Check the mailbox on the front gate and sort
• Turn on coffee machines and fill up ingredients
• Put milk away and top up jugs
• Tidy chairs, tables, pcs, benches so they are all neat and tables are clear
• Put gate on chain at 08:00 for 30 mins to let people in
• Detach the front door from the mag lock so it opens without hitting the green button, and then reset it when you close up (using device)

End of the day tasks

• Tidy chairs table pcs benches
• Top of coffee machines
• Check milk is away
• Flush all toilets
• Throw away anything left out
• Make sure the space is tidy
• Turn off all lights
• Lock all doors - cleaner comes in the evening

Reception/Administrative Tasks

• Open and close the training centre/office
• Ensure space is presentable at all time
• Respond to client and delegate queries
• Respond to incoming telephone calls in a timely and professional manner
• Meet and greet clients, trainers and delegates in a friendly and professional manner
• Register delegates
• Management of any issues that may arise
• Provide tea/coffee to clients, trainers and delegates
• Project administration
• Keep an accurate visitor log
• Distribute name badges and collect at the end of each day
• Fire marshal duties where needed
• Monitor inboxes
• Advise on off-site amenities (i.e. local shops and eateries)
• Provide data to managers relating to mandatory course attendance and feedback
• Organise equipment, catering, lighting etc and other room resources
• Maintain stock levels for consumables
• Responsible for the day-to-day management of supplier relationships, key to fulfilling training centre requirements (i.e. refreshments)
• Liaise with trainer/s to ensure their event runs smoothly and log any faults
• Provide a helpdesk service for, learners and staff members ensuring requirements are fully accommodated and an exemplary level of customer service is consistently achieved
• Ensure a professional and friendly focus is reflected in the customer’s experience at all times

Other

• List the training centre on room broker sites for hire
• Contact room brokers and estate agencies to market the rooms
• Schedule in room bookings
• Send reminders and chase invoicing
• Negotiate pricing and arrangements for event bookings
• Weekly reporting on revenue and bookings
• Account managing apprenticeship opportunities
• Manage and attend evening events as required

General

• Provide cover for colleagues in times of absence
• Maintain confidentiality always

• The post will be subject to developmental reviews
• The post holder is expected to keep themselves updated at all times on relevant policies relating to the company as well as external influences, such as relevant current legislation
• Where you are a member of a professional body you are required to confirm to the professional standards set by that body
• You are required to ensure your registration is current and you practice continual professional development
• The job holder will do all tasks within his/her level of skill and ability
• This is an outline job description and may be subject to change, according to the needs of the service, in consultation with the post holder

Due to the volume of applications received, unfortunately we cannot respond to everyone.If you do not hear back from us within 7 days of sending your application, please assume that you have not been successful on this occasion.Please do keep an eye on our website for future roles.

Keyskills :
Communication SkillsFlexible ApproachReliableActive Team Player