Reception Administration Assistant

Purpose of Role:

To work as part of a team to manage the Front Desk. Meeting and greeting visitors to the office and answering and directing telephone calls. To provide administrative support across the company, specifically the preparation of meeting packs and minute taking for the regular magazine planning meetings.

Job Description

Front of House

•Welcoming visitors, answering the switchboard, transferring calls, taking messages, receive and resolve e-mails along with other correspondence
•Assist managers by arranging appointments, meetings, booking venues, seminars, making appropriate travel and accommodation arrangements as required
•Ensure outgoing mail is delivered to Mail Room each day by required time and arrange any courier collections as required. Distribute all invoices and other incoming post
•Support Editorial, Finance, HR and other Reception Administrator with administrative tasks as and when required
•Ensure that administration systems (including archiving and maintaining files) are kept up to date and suit the needs of the office
Magazine Planning Meetings
•Preparation of the magazine planning meeting reports and distribution to relevant parties.
•Taking minutes of meetings and transcribing them into concise notes and action points

Other Administrative Duties:

•Keep appropriate records to support spend on the corporate credit card and submit claims monthly. Assist finance with preparing other credit card claims for Management.
•First point of contact for building maintenance and facilities queries, suitable contractors engaged where required
•Record and organise all company/lease cars
•Ensure First Aid and Health & Safety information is up to date and compliance is adhered, including weekly fire alarm and emergency lighting tests
•Collation of postage cost data and input for analysis by the Marketing Team
•Undertake any tasks as reasonably required by the Management Team

Skills

•Excellent interpersonal, telephone manner and communication skills.
•High level of accuracy and attention to detail.
•Capable of independent work, but within a team environment.
•Good organisation skills and the ability to prioritise your work load.

Knowledge Required

•Microsoft Office products – predominately word and excel
•Email
•Internet
•Telephone/fax
•Previous administration experience.

Performance Indicators

•Front of House covered at all times
•Calls dealt with promptly and appropriately
•Meeting minutes accurate and concise
•Mail sent out on time and any courier collections made on time and arrive at destination.
•Accurate data entry
•Effective diary of all periodic tasks and deadlines maintained
•Head of Finance informed of key forthcoming events and deadlines

Job Summary

Job Title Reception Administration Assistant
Location Stamford
Job Type Permanent
Salary £20k
Last Updated 26/11/2018
Reference SF43047
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