Receptionist (two positions available) London, Part Time – Job Description
Salary: £13,442 a year (London Living Wage at £9.40 per hour)
Hours: Part time, 27.5 hours per week, Monday to Friday, preferably alternating weeks of 8am – 1.30pm and 1pm – 6.30pm
Location: Resource for London, 356 Holloway Road, London, N7 6PA
Closing date: 9am on Friday 30th September 2016
Interviews: Wednesday, 5th October 2016 at Resource for London, 356 Holloway Road, London, N7 6PA
The Ethical Property Company
Ethical Property is one of the UK’s leading social businesses. We aim to ensure that commercial property supports the creation of a better world, through the provision of office and meeting space to charities and voluntary groups, retail space that supports small businesses and social enterprises, and workshops for organisations in creative and cottage industries.
Resource for London
Resource for London is a busy and dynamic office space, owned by Trust for London and managed by The Ethical Property Company. The centre provides office, conference and meeting rooms for organisations working to tackle poverty in London.
The Post
The part-time Receptionist will work as part of a two person reception team and will play an important ‘front of house’ role at Resource for London. The centre is managed by Ethical Property on behalf of the Trust for London.
The Receptionist will play an important role in welcoming visitors to Resource for London and supporting our tenants and conference users. You will be line-managed by the Conference Sales Co-ordinator. Your duties will include, but not limited to:
Access, Security and Deliveries
· Being the first point of contact for visitors to the centre;
· Welcoming visitors, issuing name badges and ensuring that all visitors sign in, announcing their arrival and directing them to the appropriate tenant organisation or meeting room;
· Ensuring security procedures are followed in the centre, and that all building visitors/contractors sign in/out;
· Notifying tenants when deliveries arrive in the building;
· Taking deliveries of the Royal Mail post and ensuring that outgoing post is collected every evening;
· Ensuring special arrangements are made for postal collections and deliveries during public holidays;
· Keeping any reception areas clear and tidy at all times and ensuring main fire exits are not obstructed;
· Booking and overseeing car parking spaces.
Communications
· Answering phones and directing calls to other staff and tenants;
· Acting as a point of contact for tenants’ queries and communicating these effectively to the relevant RfL staff;
· Helping to establish and maintain excellent communication with tenant organisations and conference users;
· Ensuring an effective handover is made between shifts;
· Ensuring effective communications between both receptionists and to split tasks and services in consultation with the Conference Sales Administrator;
· Ensure contact information is kept up-to-date for each organisation, including phone list, tenant representatives, directors, first aid and fire marshal contacts, etc.
Conferencing and Facilities
· Assisting with the administration of our meeting room booking facilities (including conference phone, projectors cables, remote control, flipcharts, etc.);
· Preparing paperwork for bookings (key sign in sheets, equipment sheets, display papers, etc.);
· Updating the UBS used for the TV display of Daily Meeting Diary;
· Ensuring we always have enough copies printed of feedback forms, fire safety instructions, registration list, printing authorisation forms etc.;
· Assisting with room set-up and conference support;
· Ensure that the photocopier, franking machine and other communal facilities are in good working condition;
· Highlight any issues with the communal facilities to the Centre Manager.
Administration
· Assisting with administrative duties as and when required;
· Ordering couriers and keeping an accurate records for tenant recharges;
· Ordering recycling supplies and liaising with the facilities team in booking recycling collections;
Other responsibilities
· Working within the company’s procedures and policies;
· Working to improve the services we provide to tenants;
· Working to improve the company's social and environmental objectives;
· Covering for other members of the reception team when they are in training, on holiday, etc;
· Other duties commensurate with the post;
· Attending company-wide events, such as the annual Staff Conference, Training Session, Christmas Lunch etc.
Person Specification
You are a welcoming, proactive and organised person who enjoys the challenges of being the first point of contact.
Essential skills and experience
· You have previous experience as a receptionist;
· You communicate clearly both verbally and in writing and have experience of communicating with diverse groups of people;
· You have the ability to act quickly and effectively using your own initiative;
· You are able to recognise when you need to seek guidance from your manager or another colleague;
· You are a team-player;
· You have good organisational skills and the ability to prioritise work, multi-task and remain flexible;
· You are trustworthy, personable and reliable;
· You are committed to providing a consistently good standard of service to tenants and visitors;
· You are able to maintain a professional standard of presentation and communication at all times;
· You have strong IT skills, including experience of using Microsoft Office software for work purposes.
Desirable skills and experience
· You have previous experience in a similar role in a hotel or conference centre;
· You have experience of using booking software;
· You have some knowledge of and interest in the social and environmental performance of buildings, particularly in relation to energy and water use, recycling, green commuting and accessibility.
Contractual details
This is a permanent contract with a three month probationary period. The post is part time based on 27.5 hours per week. The salary will be £13,442 a year (London Living Wage at £9.40 per hour).
Benefits include 25 days holiday entitlement pro-rata for the first year in addition to all public bank holidays. We offer a pension scheme, a free company bicycle scheme with bicycle maintenance costs, childcare vouchers, season ticket loans, interest free personal loans, as well as other benefits.
Applications
If you think this role is for you please complete the Application Pack and email it by the stated closing date and time to;
Receptionist, London (Resource for London) – Job Description – September 2016