Prepare the Reception Area and Meeting Rooms for the Day

Prepare the Reception Area and Meeting Rooms for the Day

Job Description

Job title / Receptionist
Team / Central Support Function
Band / 7
Reporting to / Ian Mason
Management responsibility / None
Purpose of the job
To enable the smooth running of the British Business Bank Fleetbank House reception. Ensuring that the reception area and meeting rooms are effectively managed throughout the day, ensuring visitors to the British Business Bank receive a first class service. The job holder will also provide support to the wider team by acting as a ‘super-user’ of Audio Visual equipment.
Main duties
  • Prepare the Reception area and Meeting Rooms for the Day
  • Area is prepared for visitors;
  • All rooms are tidy;
  • Coffee machine prepared;
  • Levels of coffee / sugar monitored;
  • Ensure sufficient crockery and cutlery is available for all scheduled meetings;
  • Test the Video Conference Units are operational before 9am.
  • Manage the Reception area and meeting rooms during the day
  • Reception area and meeting rooms are checked between meetings to ensure that they remain tidy;
  • All meetings scheduled for the day are tracked and refreshments are arranged as requested including managing all pre-ordered refreshments and lunches;
  • FleetBankHouse Reception and Meeting Room Inbox and Calendars are kept up to date;
  • Post is sorted and distributed;
  • Courier services arranged as necessary;
  • Kitchenette kept clean and tidy at all times;
  • In the event of a Building Evacuation where colleagues and guests are asked to leave the building via the nearest exit, take the ‘Guest Book’ to the assembly point.
  • Meet and Greet all British Business Bank guests in a professional manner
  • All guests are warmly welcomed to the BBB in a friendly manner;
  • Offer to look after coats, umbrellas, luggage etc is made;
  • All guests sign in the Visitors Book;
  • Host notified of the guests arrival;
  • Guests assisted to depart in a professional manner.
  • To act as a Super-user of Audio Visual Equipment (video conferencing)
  • Provide Audio Visual support to FleetBank House colleagues in a timely manner;
  • Issues are effectively identified and resolved, and escalated where necessary.
  • Provide support thewider British Business Bank team
  • Checking the printer has enough paper at the start of every day;
  • Providing Secretarial support (for e.g. printing documents, arranging for production of reprographics 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.

Knowledge and experience
  • Experience of providing receptionistand general office management support
  • Ability to manage multiple priorities in a timely manner
  • Good administration skills
  • Ability to remain calm under pressure
  • Driven to deliver excellent customer service

Internal and external stakeholders
•Senior Management Team
•British Business Bank Board, including Non-Executive Directors
•The wider British Business Bank Community
•External visitors to the British Business Bank
Key competencies/behaviours
  • Excellent organisational skills
  • A team player with a flexible approach
  • Strong verbal communication skills
  • Ability to deal with sensitive information with discretion and to maintain confidentiality at all times
  • Ability to use your own initiative