Receptionist/Administrator

Principal Accountabilities:

• To greet every visitor coming into the main reception area in a polite and courteous manner, based on an agreed standard form of words, whilst showing interest in their needs and taking care to ensure that those needs have been fully met.
• To respond fully and carefully to the queries and questions posed by visitors and customers, researching data sources as necessary to ensure that every effort is made to fully satisfy their needs.
• To follow with diligence the established security procedures when visitors need to be signed in and out, and to direct the visitor as appropriate to other areas within the building.
• To respond, within an agreed timeframe, (i.e. 5 rings) incoming telephone calls, using a standardised greeting, asking for further information as necessary in order to deal with the call appropriately and efficiently.
• To maintain an up-to-date record of the use of meeting rooms and confirming/recording new bookings upon request. To record comprehensive details of requested buffet facilities required for in-house meetings, advising the appropriate person of those needs within agreed timeframes before the due date of the meeting, ensuring that these have been received and acted upon.
• Maintain database system.
• Maintain stationery supplies/Unite printed literature as required.