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Receptionist job description duties
Minimum Maths and English GCSE or equivalent
Knowledge and Experience
Working Knowledge of Reception services
Including switchboard operation
Use of IT – Outlook, Word, PCIS and other Excel systems set up to log calls.
To record and summarise referral information.
Use of switchboard systems
Good telephone manner including a clear voice
Good communication skills, with the ability to direct people needing help to access the service appropriately.
Ability to deal with a range of situations.
To assist with reception and telephonist duties ensuring that a professional, efficient and cost effective service is provided to staff, and the public at all times.
To receive visitors in a courteous and helpful manner, providing appropriate information as required.
To operate the switchboard, answering incoming calls and transferring callers appropriately following procedures as directed and in accordance with policies.
To ascertain from Service Users, and Referrers the level of urgency of their call.
To direct customers to appropriate dept.
To retrieve information as required from system.
To log and record calls within the systems provided to assist the managers of the service to understand and maintain a high quality response to the public.
To book transport, and taxis on request.
To book meeting rooms using the electronic room booking system ensuring it is kept up to date at all times.
To monitor and issue keys, both in and out, where applicable ensuring that associated paperwork is completed accurately and any rent deposits are securely deposited in the safe.
To assist with the operation of emergency systems, e.g. fire alarms.
To ensure strict confidentiality is maintained at all times in relation to the safekeeping of all personal information held on reception
To exercise due diligence in maintaining the security of self, equipment and materials in accordance with policies and procedures.
To undertake other reasonable duties in accordance with the needs of the service and appropriate to the scope of the role.
To undertake training in new skills required and to maintain those skills in line with supervision and appraisal.
Provide postal services including signing and recording of mail. Sorting, franking of mail internally and externally.
Maintenance of franking machine ensuring any faults are reported to appropriate department.