Reception Administrator

Roles and responsibilities

PERSONAL COMPETENCIES:

• Well-developed communication skills - shares information and knowledge
• Sound judgement and decisiveness
• High level of trust, discretion and confidentiality
• Able to work under pressure.
• Has excellent written and spoken English.
• Well organized and a team player
• Sets the tone in the office through high standard of efficiency in handling tasks, dealing with people and creating a generally professional atmosphere.
  

KEY PERFORMANCE INDICATORS:

• Office administrative processes run efficiently and effectively.
• Encourages teamwork and cooperation.
• Individual Action Plan implemented.
• Correctness and accuracy of documents and systems
  

What We Offer

We offer a professional, friendly and inclusive culture based on our core values of Safety, Teamwork, Respect and Integrity.

We are committed to the success of our people which is why we want to create the best employee experience that supports each member through all the stages of their career.

• A competitive salary
• A comprehensive benefits package; pension, medical insurance, income protection, 22 days holiday with the option to buy an additional 4 weeks
• Enhanced parental leave
• Voluntary benefits designed to suit your lifestyle – cycle to work, discounted gym membership, season ticket loan, discounts on retail & wellbeing classes
• Access to our Employee Network Groups, which represent every strand of diversity and allow colleagues to connect and learn from each other on an open, inclusive platform
• Wellbeing resources and tools, and demonstration of our commitment to wellbeing by signing up to the Mental Health at Work Commitment
• Team led flexible working
• Opportunities to grow your skills and shape your career towards technical expertise, developing the market or leading a business or team
• International, multi-cultural team of highly motivated individuals
• An exciting referral program; bring people with you!

Desired candidate profile

A Reception Administrator plays a key role in managing the front desk and providing administrative support to an organization. They serve as the first point of contact for visitors, clients, and callers. The position requires a blend of customer service, organizational, and communication skills. Here's a breakdown of the essential skills and responsibilities for a Reception Administrator:

1. Customer Service Skills

• Communication: Ability to speak clearly and professionally with clients, visitors, and staff, both in person and over the phone or email.
• Interpersonal Skills: Ability to build rapport with visitors and staff, making them feel welcome and valued.
• Problem-Solving: Ability to handle and resolve issues or concerns that may arise at the front desk calmly and efficiently.

2. Organizational Skills

• Multitasking: Managing multiple tasks simultaneously, such as answering calls, greeting visitors, scheduling appointments, and managing office supplies.
• Time Management: Efficiently managing time and prioritizing tasks to ensure smooth operations at the front desk.
• Attention to Detail: Ensuring that all appointments, deliveries, and messages are correctly logged, and that office systems are maintained accurately.

3. Administrative Skills

• Scheduling and Calendar Management: Coordinating appointments, meetings, and room bookings for staff or visitors.
• Data Entry and Record Keeping: Maintaining accurate records, such as visitor logs, client data, and appointment schedules.
• Office Equipment Handling: Proficiency in using office equipment like photocopiers, fax machines, and postal systems.
• Document Management: Managing documents, files, and correspondence, ensuring they are organized and accessible.

4. Technical Skills

• Office Software Proficiency: Experience with basic office software tools like Microsoft Office (Word, Excel, Outlook) or Google Workspace (Docs, Sheets, Gmail).
• Phone Systems: Familiarity with office phone systems, including call forwarding, voicemail, and transferring calls.
• Reception Software: Familiarity with booking, scheduling, or visitor management software (e.g., Onelogin, Skedda, or similar platforms).

5. Attention to Health & Safety

• Health and Safety Protocols: Ensuring that the reception area complies with health and safety regulations, including managing visitor access and emergency procedures.
• Security Awareness: Being aware of security protocols for visitors, packages, or deliveries entering the premises.

6. Professionalism

• Presentation: Maintaining a clean, organized, and welcoming reception area.
• Punctuality: Arriving on time and maintaining a consistent presence at the front desk.
• Confidentiality: Ensuring the confidentiality of sensitive information when dealing with clients, employees, or documents.

7. Communication and Reporting

• Correspondence: Handling and directing emails, phone calls, or messages to appropriate individuals or departments.
• Reporting: Providing regular reports to management about visitors, phone inquiries, or other relevant office activities.

8. Teamwork and Collaboration

• Working with Different Departments: Collaborating with other departments to ensure smooth communication, whether it's for scheduling meetings, managing deliveries, or supporting administrative tasks.
• Support to Other Staff: Assisting colleagues with administrative tasks as needed, such as organizing meetings, processing forms, or coordinating travel arrangements.

9. Soft Skills

• Patience and Composure: Dealing with difficult situations or frustrated visitors calmly and professionally.
• Adaptability: Adjusting to changing tasks or needs in a fast-paced office environment.
• Positive Attitude: Maintaining a friendly, approachable, and enthusiastic attitude, which helps create a welcoming atmosphere.

10. Problem-Solving and Decision-Making

• Handling Emergencies: Being prepared to handle emergencies, such as fire drills, medical incidents, or other urgent situations, and knowing the procedures to follow.