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Free Job description Receptionist Administrator
To provide reception and office administrative duties including face-to-face contact with the public/clients, and other agencies; and receiving and dealing with all telephone enquiries.
Answer and respond to any queries staff have on a day-to-day basis
To provide reception support as and when required.
To administer the travel claim system and ensure claims are valid
Ensure all staff enter their appointments for the day in the movement book, and check all team members use the in/out board.
Send and receive faxes for the team, ensuring that urgent faxes to the team are dealt with appropriately
Distribution and date-stamping of all incoming/outgoing post.
Support team members in liaising with service users
Maintain an effective filing system, including retrieval of files from archive storage
Photocopying and maintaining stocks of relevant forms and leaflets for team use
Coordinate and book rooms for meetings and clients’ appointments
To liaise with estates dept regarding any repairs required within the base in order to maintain a safe working environment
Share responsibility for securing the building at night – ensuring the area is secured
Undertake typing of letters, memos & reports as required.
To implement and team policies/procedures and propose changes to practices if necessary.
NVQ Level 3/RSA Level 3 or equivalent experience
Knowledge & Experience
2 years experience of working in an office environment
Good communication and customer care skills.
Ability to work as part of a team as well as under own initiative
Professional approach to clients both face-to-face and on the telephone
Ability to communicate complex information to other professional groups
Ability to communicate highly sensitive information
Ability to prioritise workload
Ability to make judgments on receipt of information/ referrals on when to seek advice or expert opinion.
Ability to prioritise and manage own work.
Ability to exercise own initiative.
Basic IT Skills including the ability to use a computer, mouse, access software and use peripheral hardware, e.g. printers.
Good computer skills including MS office, Excel, Outlook. Ability to use Excel, Word etc to set up documents and spreadsheets and extract information.
PhysicalPhysical accuracy, dexterity and hand-eye coordination, for use of VDU.
Ability to concentrate on occasion for prolonged periods when checking detailed documents
Ability work under pressure in a busy reception department and cope with constant interruptions and diversions
To be responsible for maintaining the confidentiality and security of client data in accordance with policy
To be able to use Electronic records systems, and accurately enter information.
To undertake secretarial duties including typing letters to support the administration team.
Greet clients and visitors and alert team members of their arrival
Answer telephone enquiries/messages and transmit to team members according to priorities; maintaining a helpful and courteous manner at all times