MM Flowers Ltd

Receptionist

Location
Alconbury, Huntingdon
Salary
£Competitive
Posted
29 Nov 2016
Closes
27 Dec 2016
Contract Type
Full Time

Receptionist

Location: Alconbury

Hours of Work:    40 hours per week, 8-5 Monday – Friday

Purpose of the role:-

To provide a professional reception area for the business as the first point of contact in the building

Maintain a professional Reception Desk, both face to face and on the phone

Provide a high quality service for employees and guests

To ensure the H&S procedures are met

Demonstrate a proactive approach Key Result Areas

Support the HR Team where necessary

Support members of the business where necessary in regards to Administration tasks

Deliver core daily tasks to support with the delivery of the HR KPI measure

Core Business Responsibilities

DAILY

  • Greet visitors that come into reception in a friendly and polite manner
  • Make sure all visitors sign in when they arrive and display their badge
  • Make sure all visitors return their badge and are signed out when they leave
  • Ensuring employees sign in and out when entering or leaving the building
  • Make sure signing in sheets are in place for the start of a new week where applicable
  • Answer internal and external telephone calls and connect them to the relevant people, take messages and pass them on where necessary
  • In case of a fire drill take signing in sheet and visitors book
  • Sort and distribute all external mail received daily
  • Sort and distribute all internal mail received
  • Ensure internal mail is sent to AMT/ MMUK
  • Frank and send out all mail
  • Keep reception area clean and tidy at all times
  • Ensure all administration is handled efficiently and relevant paperwork is copied and filed in an organised manner
  • Communication absence from reception

WEEKLY

  • File previous weeks sign in sheets for a record
  • Send out email and create a whereabouts sheet every week
  • Water flowers on Reception desk, make sure they are still fresh and water is clean
  • Induction preparations – ordering lunch and refreshments

AD HOC

  • Add credit to franking machine and order new ribbons when required
  • Book couriers as requested
  • Distribute parcels which come in by courier
  • Look after the MMUK Managers e.g. making refreshments for a meeting
  • Assist HR department when required
  • Organise travel for Managing Director/Director/Employees/Visitors
  • Add all travel arrangements to the travel Budget
  • Book meeting rooms
  • Order and distribute stationary when it arrives
  • Order and distribute sundries
  • Any general shopping requirements needed
  • Buy and prepare buffets
  • Order flowers and gifts online when required
  • Deal with Concur Expenses on any purchases made
  • Support with setting up a new starter access permissions
  • Organise social events
  • Support with community links

NOTE: the above description does not necessarily itemise all jobs the job holder will be required to do.

Person Profile

Qualifications

Essential - High level written and spoken English, with a qualification ie GCSE being preferable

Desirable - Business Administration/Secretarial Course or Qualification

Skills and Experience

Receptionist/Front of House Admin experience in an external company

IT Literate – High level of IT literacy with extensive working knowledge of Microsoft Office Word, Excel, Powerpoint

Outlook Literate – ability to use emails and calendar.

Attributes

Prioritising workload and time management

Ability to work under own initiative and in a more isolated role

Working under pressure whilst maintaining accuracy and speed

High retention of information

Professional in appearance, conduct, language and manner

High attention to detail and strong organisational skills

Good cultural fit against Company values and benefits

Excellent planning and organisational skills

Competencies

Maximising Performance: Goes above and beyond his or her day to day role to support the wider team

Leadership: Takes responsibility for making things happen

Team Management: Contributes positively to the team by sharing knowledge supporting others and working proactively with peers.

Succession Planning: Arranges job cover to ensure that tasks or projects are progressed during times of absence

Policies and Procedures: Diligently follows all policies and procedures which apply to his or her job

Cross Functional Projects: Where appropriate participates in cross-functional projects or puts self forward as technical or subject matter expert

Communication: Uses communication methods which are appropriate to the needs of others.

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