Job Description
Receptionist, Aberdeen
Grade: 2H
Reports to: Talent Manager Aberdeen
Organisational Context:
BBC Aberdeen is a busy centre which produces output in radio, television, news and online.
Our Receptionist will be the first point of contact for visitors and telephone callers to our Aberdeen site, and will also work across a range of ‘meet and greet’, front of house and other administrative activities. We’re looking for someone with bags of passion and enthusiasm to be the friendly and welcoming face of the BBC in this centre.
Excellent customer service skills with the ability to work as part of a team are essential along with being willing and flexible to help colleagues. You’ll ensure that people leave the building with a positive impression of BBC Scotland.
You will play an important role in developing rapport with our audiences, so a welcoming personality is a must. You’ll have excellent interpersonal skills and a customer-focussed approach to dealing with members of the public. In addition, strong IT, internet and organisational skills are key, and it would be an advantage if you have experience of office systems, telephone switchboards and general office administration
Key Responsibilities
- To answer the telephones and to greet programme guests and all other callers to BBC Aberdeen.
- To settle guests into the self op studio for radio and television as required, reporting of technical faults and informing Talent Manager of any unresolved issues.
- To take bookings for Aberdeen and Dundee self op and ensure that meet & greet info is supplied when required.
- To distribute mail to staff. To handle the despatch of both internal and external mail, keeping a record of postage costs. Be a point of contact for couriers and delivery drivers, keeping staff informed of delays or problems with collections.
- To keep the reception area presentable and attractive, ensuring that newspapers, leaflets and posters on display are up to date.
- To order office stationery and consumables as required, managing milk and mail deliveries over holiday periods.
- Security – ensure that all visitors report to reception and sign in. To check BBC identification of internal staff visiting site and take responsibility for securing the building in the evening.
- To act as incident control officer in the event of fire in absence of Talent Manager/Team Assistant.
- To arrange for staff ID’s to be updated or produced as required.
- To be a point of contact for cleaning staff, ensuring that messages are passed on and that absences of cleaning staff are swiftly followed up with the relevant company. To alert Talent Manager and Facilities Management of any issues.
- To act as fire warden for ground floor.
- To act as first aider
- To keep records of staff vehicles and hire cars using car park and inform Talent Manager of any improper use of car park as required.
- To assist with the booking of pool vehicles.
- Reporting of staff sickness as required.
Person Specification
Knowledge and experience
Educated to at least standard grade level.
Good keyboard skills, and knowledge of Microsoft Office including Excel and Word.
Experience of telephone switchboards.
Excellent communications skills and the ability to influence others.
Team player who can provide valued contributions to the team.
Drive, energy and enthusiasm.
Ability to organise and prioritise variable workload.
Ability to deal with a wide range of people with confidence, tact and diplomacy.
Self-starter, able to work under own initiative.
An interest in the output of BBC Aberdeen specifically and of BBC Scotland in general.
Health & Safety – DSE awareness; an awareness of general H&S risks and able to demonstrate good housekeeping.
Competencies
The following competencies (behaviours and characteristics) have been identified as key to success in the job. Successful candidates are expected to demonstrate these competencies.
Communication – able to get one’s message understood clearly by adopting a range of styles, tools and techniques appropriate to the audience and the nature of the information.
Influencing and persuading - able to present sound and well-reasoned arguments to convince others. Can draw from a range of strategies to persuade people in a way that results in agreement or behaviour change.
Resilience - manages personal effectiveness by managing emotions in the face of pressure, setbacks or when dealing with provocative situations. Demonstrates an approach to work that is characterised by commitment, motivation and energy.
Flexibility - adapts and works effectively with a variety of situations, individuals or groups. Able to understand and appreciate different and opposing perspectives on an issue, to adapt an approach as the requirements of a situation change, and to change or easily accept changes in one’s own organisation or job requirements.
Decision making - Is ready and able to take the initiative, originate action and be responsible for the consequences of the decisions made.
(A job description is a written statement of the essential characteristics of the job, with its principal accountabilities, incorporating a note of the skills, knowledge and experience required for a satisfactory level of performance. This is not intended to be a complete, detailed account of all aspects of the duties involved).