BRITISH BUSINESS BANK PLC
Role Profile
JOB TITLE / BBB Fleetbank House ReceptionistTEAM / Finance and Central Functions - Business Services Resource Pool
GRADE / RECEPTIONIST
SALARY
RESPONSIBLE TO / Ian Mason
RESPONSIBLE FOR
OVERALL PURPOSE OF JOB
To manage the BBB Reception at Fleetbank House.
Act as the focal point for, and oversee usage, of the BBB meeting rooms and arrange refreshments as requested.
Arrange for the distribution of post and electronic mail to the Info email box.
The Receptionist is based in the front of house part of the office and the job holder will work closely with a small team of PAs.
MAIN RESPONSIBILITIES
· Prepare the Reception area for the day ensuring that levels of consumables are sufficiently maintained;
· Check that the meeting rooms are clean and tidy and are prepared for the day;
· Manage the Reception area and meeting rooms during the day ensuring that the kitchenette and meeting rooms are kept clean and tidy at all times;
· Monitor all meetings scheduled for the day and arrange refreshments as requested;
· Oversee usage of all of the meeting rooms and act as the central point of contact for any Audio / VC issues;
· Sort and distribute all incoming post and arrange courier services as necessary;
· Welcome all guests to the Bank in a warm and friendly manner and offer hospitality as required;
· Monitor the external email inbox and distribute emails accordingly;
· Provide support to the wider team as required.
Preparing Reception and Meeting Rooms for the Day
· Prepare the office for visitors
o Ensure milk is collected from café Fayre as required.
o All rooms are tidy,
o Prepare coffee machine and kettle
o Prepare refreshments as required
o Check dishwasher and load as necessary.
o Monitor levels of coffee / sugar etc and advise Line Manager as necessary.
· Ensure sufficient crockery and cutlery is available for all scheduled meetings;
· Ensure that three copies of STRATEGIC PLAN and THE BUSINESS FINANCE GUIDE are placed on each table;
· Test the Video Conference Units are operational before 9am;
· Send Dishwasher Rota reminder to relevant Team.
Managing Reception and the meeting rooms during the day
· In the event of a Building Evacuation inform colleagues and guests to leave the building via the nearest exit and take the ‘Guest Book’ to the assembly point;
· Ensure that the reception area and meeting rooms tidy and continue to check between meetings;
· Track all meetings scheduled for the day and arrange refreshments as requested including managing all pre-ordered refreshments and lunches;
· Keep FBH Reception and Meeting Room Inbox and Calendars up to date;
· Sort and distribute all incoming post and arrange courier services as necessary;
· Managing the meeting rooms and act as the central point of contact for Audio / VC issues;
· Regularly liaise with Main Reception regarding visitors and incoming deliveries etc;
· Keep the kitchenette clean and tidy at all times;
· Check meeting calendar for next day and consider preparatory action including checking that the Main Reception and Security have been advised of guests for the following day.
Meeting and Greeting Guests
· Welcome all guests in a warm and friendly manner;
· Provide refreshments as required;
· Offer to look after their coats/umbrellas/luggage;
· Ask all guests to sign in the Visitors Book;
· Notify the host to advise of the guest arrival;
· Assist guests to depart
Monitoring the ‘Info at’ mailbox
· Review “Info@” email inbox and distribute emails accordingly;
· Escalate all queries that are unfamiliar to Fiona Morrison to assist.
Supporting the wider team:
· Checking the printer has enough paper at the start of every day;
· Providing Secretarial support (for e.g. printing documents, arranging for timely production of reprographics and raising purchase orders etc);
· Managing confidential waste collection;
· Monitoring MD/CEO telephone (whilst away from desk);
· Meeting and Greeting Senior Management Team member’s guests;
· Completing expenses claims as required;
· IT Issue resolution (raise and proactively manage IT related issues).
RELATIONSHIPS & CONTACTS
Internal
· Senior Management Team
· BBB PAs
· Wider BBB Community
External
· Damovo (IT)
· Kelway (AV)
· FBH Main Reception
· FBH Security
· FBH Building Manager
PERSON SPECIFICATION
(Qualifications, skills and competencies required for role)
· Experience of managing a busy reception on your own.
· Excellent customer service skills.
· Sound IT skills including a sound working knowledge of Microsoft Office package Word, Excel and PowerPoint) and in particular Outlook for managing room bookings.
· Well-developed organisational skills and the capability to re-prioritise meeting allocations as and when required often when very busy.
· Excellent team working skills with the ability to work collaboratively and cooperatively with colleagues at all levels of the organization.
· Able to work independently using own initiative to plan the completion of tasks in a timely manner.
· Excellent attention to detail to ensure that Reception is maintained to a high level of cleanliness.
· Demonstration of the ability to work at pace and to adhere to tight deadlines.
· Ability to deal with sensitive information with discretion and to maintain confidentiality at all times.