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Receptionist

Please Note: The application deadline for this job has now passed.

Job Introduction

We currently have an opportunity for a Receptionist to join our team. This is a great opportunity for a customer focused individual to join a world leading food and facilities management company, which can offer unrivalled opportunities for career progression.

Role Responsibility

  • Communicate well and demonstrate an efficient and friendly service to customers and clients at all times. Ensure that communications are paramount between staff,customers and client.
  • Ensure reception desks are manned at all times and operated at agreed times
  • Ensure you have a full working knowledge of the building, personnel within it and the local geographical area
  • Answer telephone within specified number of rings, politely & professionally at all times and connect callers quickly to the correct party
  • Deal efficiently with requests for outgoing calls or internal requests for information.
  • Manage & update each morning, the screen based consoles with changes in personnel & other relevant information.
  •  Take daily back up of telephone/postal box database (a.m.)
  • Maintain ‘Brought Forward File’ for expected visitors/events etc
  • Give out tannoy messages as required
  • Distribute management and recording of Ferry tickets issued to staff and accurately maintain ticket database. (Updating to new database each month)
  • Ensure constant supply of Ferry Tickets available for use from HR/Facilities
  • Produce monthly performance report on reception services provided
  •  Receive faxes and inform relevant recipients of their arrival
  •  Be prepared to page First Aiders /Cleaners when urgently required
  •  Maintain the AE register/rota
  •  Arrange & log the booking of taxis & confirm charge point
  • To ensure that all postal operations are carried out efficiently and promptly to the standards laid down by the company and to comply with statutory regulations
  • To comply with all security regulations for incoming post/mail adhering to site security procedures. To report any suspicious mail to Security & follow Site Security procedure.
  • To ensure franking machine is secure by pass code & there is sufficient stationary & credit on franking machine to maintain the postal service
  • To sort incoming mail to site into appropriate pigeon holes as detailed on site telephone directory. To liaise with WPS Facilities of delivery of any unknown/unaddressed mail
  •  To maintain a log of all registered post/special deliveries/parcel force.
  • To sign for all recorded deliveries and notify addressee of arrival & to ensure addressee sign for special delivery on collection from post room
  • To sign for all Parcel Force deliveries and notify addressee of arrival & to ensure addressee sign for Parcel Force items on collection from post room
  •  Ensure that any building or equipment maintenance defects are reported immediately through the correct channels.
  •  Deal with lost property in the correct manner following Sodexo and Client procedures with the regard to documentation & safe keeping.
  • Participate in any training or career promotion development schemes and team meetings to keep up to date with Company legislation, policies and procedures.
  • Carry out any other special duties or work outside normal routine but within the overall scope of the department
  • Report immediately any incidents of accident, fire, theft, loss, damage, or other irregularities and take such action as may be appropriate.
  • To be aware of all Fire and Emergency Evacuation Procedures and to ensure that normal precautions are taken by staff to protect against fire and safety hazards
  • Comply with all Company & client policies/procedures and statutory regulations relating to Health & Safety, safe working practices, hygiene, cleanliness, fire and COSHH. This will include your awareness of any specific hazards in your work place
  • Pass on customers comments immediately and take any necessary remedial action.  Report any serious complaints to the line manager
  • Carry out other reasonable tasks as directed by management
  • Provide holiday and sickness cover in areas as required.

The Ideal Candidate

Essential

  • Proficient in the use of IT platforms, Outlook, Word, Excel and bespoke telephone exchange
  • Very good listening, communication and organisational skills
  • SC security clearance to be obtained and maintained
  • Ability to gain and achieve SIA license status
  • Suitable and appropriate level to understand written instructions and be numerical competent for the role.

Desirable

  • SIA Licence
  • SC Clearance/Disclosure Scotland
  • Valid Driving License.

Package Description

 

Job Introduction

Providing a Front of House service within reception, you will be playing an instrumental role in delivering excellent customer service to both internal and external clients.

Main Responsibilities

  • Act as first point of contact for all queries in an efficient and concise manner
  •  Meet and greet all visitors and advise host of visitors arrival
  •  Act as point of contact for internal/external telephones queries
  •  Effectively build and maintain professional relations with both internal and external contacts
  •  Up keep of meeting rooms and report any issues to the Front of House Coordinator
  •  Replenish Front of House refreshments
  •  General administrative and clerical support
  •  Meeting Minutes taking
  •  Providing Health and Safety information for new starters (i.e. New Starters Building Induction)
  •  Ensure knowledge of staff movements in and out of organization
  • Keep reception tidy and presentable
  • Ordering stationery for Front of House
  • Meet and greet visitors, sign them in, contact their hosts
  • First class customer service
  • Good keyboard skills and  Excellent communication skills are required
  • Issue keys/receive keys – note in log book
  • Answer emails relating to requests for Day Needs/Visitor Parking
  • Type out Visitor notifications and put them in the Visitor Parking File
  • Answer phone and book visitor parking spaces
  • Meet and greet new starters: issue paperwork regarding I.D. photos, coach time tables, Whiteley Guidelines concerning parking permits
  • Take bookings
  • End of day print out the Day Needs List
  • Check car registrations
  • Note in file other services that visit the site i.e. Staples, Reliance, Litter pickers
  • Occasionally take I.D photos
  • Diary visitors to site long term
  • All paperwork regarding visitor parking, parking zone data, collected.
  • Assist staff and visitors on site. (phone taxis etc).

The Ideal Candidate

  • Good working knowledge of MS Office
  • Excellent communication skills, both verbal and written
  • Professional and courteous telephone manner
  • Experience of delivering excellent customer service both face to face and over the telephone
  • Right to work in the UK without restriction
  • Ability to liaise with people at a Senior Level

About the Company

Sodexo is committed to safeguarding and promoting the welfare of children and adults within a regulated activity. Certain roles will require applicants to undergo screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (DBS) and/ or Disclosure Scotland (Scotland).

In the UK and Ireland, Sodexo employs some 35,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the corporate, healthcare, education, leisure, defence and justice sectors.

With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business.

Sodexo

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