Part time Receptionist/Administrator
East Malling
Salary £14,040
We are recruiting for a part timeReceptionist /Administrator to work for a small friendly Trust based in East Malling. The position is for 22½ hours/week working 08.30am to 4.30pm, Wednesday to Friday. There is a necessity to be flexible and provide cover when the other part-time Receptionist is absent; up to full time hours of 8.30 am — 4.30pm, Monday -Friday. 5 weeks holiday per year plus Public Holidays (pro rata) and staff pension scheme.
Job Purpose:
Greeting visitors, managing the switchboard, franking external mail, opening and closing of premises, issuing security passes and ad-hoc administration tasks.
Main job activities
* Answer all calls to the main reception, transferring the caller to the relevant person
* Meet and greet all visitors to site and inform the relevant person of their arrival
* Maintain phone directories for staff and tenants
* Issue electronic gate key fobs and keeping accurate records
* Sort all incoming mail and courier deliveries to Reception, informing recipients
* Frank external mail for collection by Royal Mail, keep machine topped up and extract reports from the franking machine software
* Assist with administration tasks for Short Courses and Tours
* Operate intercom entrance gates
* Take payments for personal franked mail, tenants’ key fobs, apple juice etc.
* Point of liaison in the event of fire / emergency
* Open up/lock up
* Liaise with Property Managing agents on tenant related matters
* Miscellaneous administration tasks e.g., filing, preparing visitor badges, data entry etc.
* Liaise with the other Receptionist and temporary staff to ensure smooth handover
* General administration duties as required
Job Requirements and Person Specification
General
Essential Elements:
* Excellent communication skills
* Smart appearance and professional manner
* Good customer service skills
* General office skills (keeping items in stock, labelling, filing etc.)
Special Skills
Essential Elements:
* Familiarity with pc-based systems
* Good working knowledge of Microsoft Word, Excel and Outlook
* Ability to work unsupervised using own initiative and managing own workload
* Ability to work as part of a team
* Ability to solve problems within area of work/knowledge
* Numerate
* Excellent interpersonal skills
Desirable Elements:
* Self-motivated with a calm and friendly disposition
Attainments
Essential Elements:
* GCSEs in English and Maths or equivalent
* Experience of dealing with the public and acting as the first point of contact
Desirable Elements:
* Formal training in customer care/service
* Formal training in computer packages
* First aid trained
Personal Characteristics
Essential Elements:
* Friendly and professional outgoing personality
* Flexibility on working hours
* Strong time keeping
* Good organisational skills
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We are pleased to receive a significant number of applications for most roles advertised. We are therefore unable to respond to individual applicants unless shortlisted. If you have not been contacted within four weeks of the closing date you should assume you have not been shortlisted on this occasion.
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