Front of house receptionist

Recruiter
Finance Wales
Location
Cardiff
Salary
Competitive
Posted
12 Apr 2017
Expires
10 May 2017
Contract Type
Temporary
Hours
Full Time

Job title: Front of house receptionist

Department: Central services

Reporting to: Central services manager

Location:  Cardiff

Fixed Term Contract for 12months

Job purpose

To provide a bilingual professional and efficient reception and switchboard service to the Finance Wales Group and its visitors.

Main Duties and Responsibilities:

  • Ensure guests and visitors to the Cardiff office are greeted in a professional manner offering a high degree of customer service to the front of house operation.
  • Sign in visitors and contractors in line with health and safety and security requirements; liaise with building landlords where necessary to ensure smooth entrance to Finance Wales.
  • Co-ordinate meeting room bookings using the room booking software and support the business in the use of the software.
  • Preparing meetings rooms to include moving office equipment.
  • Organise refreshments and book catering in line with requirements.
  • Provide an efficient and customer focused switchboard and messaging service for Finance Wales.
  • Ensure sufficient stocks are ordered and supplies and technical kit are checked on a regular basis.
  • Ensure the general tidiness of the reception area, meeting rooms and kitchen.
  • Provide technical support for telephone conferencing and AV equipment in the meeting rooms.
  • Provide support in organising meetings and events for both Finance Wales and its external contacts.
  • Deal with incoming and outgoing post/deliveries and postal records.
  • Co-ordinate the receipt and dispatch of courier services.
  • Issue staff and visitor fobs in line with procedures, ensuring records are kept up to date.
  • Provide regular feedback to the Central services manager regarding reception standards and issues.
  • Provide general administraion support to the Central Services Manager and Central services team.
  • Any other task as may be defined by the Central services manager to meet the operational needs of the department.

Knowledge, Skills, Abilities and Experience

Essential 

  • Good verbal and written skills in both Welsh and English
  • Able to focus on customer needs and deliver to an exceptional standard
  • Excellent administrative and organisational skills
  • Excellent communication skills
  • Must be able to work as part of a small team but also on own initiative
  • Able to prioritise and work under pressure
  • Experience of dealing with people both in person and over the telephone
  • At least one year's experience of working in a busy reception area
  • Experience of using simple databases or compiling data on excel spreadsheets
  • GCSE/ NVQ level including English and Maths or equivalent qualification or relevant experience within a receptionist/office environment

Knowledge, Skills, Abilities and Experience

Desirable 

  • Awareness of  the Finance Wales Group.
  • Experience of operating a switch board in a medium sized organisation.
  • Trained in handling difficult customers/situations.
  • Having a flexible approach to working hours.
  • IT literate to include the use of Word, Excel, SharePoint.