Part Time Receptionist

Customer Service

• Engage with customers and promote a professional service;
• Be the first point of contact for clients for all incoming calls;
• Be the first point of contact for visitors to the office ensuring visitors log is maintained;
• Answer calls for all offices obtaining relevant information before transferring calls to the appropriate person;
• Responsible for taking messages where appropriate and ensuring that they are relayed in an accurate and timely way by phone or email;
• Greet, sign in, and offer beverages for clients on arrival, engaging with them in a professional manner to promote exceptional customer service;
• Responding to internal/external requests in a prompt and efficient manner.

Post

• Responsible for the opening and distribution of incoming post, distributing electronically in a timely manner;
• Accepting deliveries and distributing to the relevant person;
• The collation and sorting of outgoing post for each area of the business, appropriately franking and preparing post for collection;
• The occasional arrangement/receipt of couriers and the subsequent recording and forwarding to the appropriate recipient;
• Responsibility for keeping the franking machine funds topped up and contacting the provider when required;
• Report any posting issues to Royal Mail as appropriate.

Reception Area

• Open and close office each day (unlocking/locking building, deactivating/setting alarms, open/close blinds/ensure the reception area is tidy, turn on the reception light and TV);
• Responsible for ensuring that meeting rooms are presentable for clients at all times and prepare bottles of water and glasses for client meetings;
• Administer the computerised meeting room, workstation, and car park booking system on

General Administration

• Booking taxis/train tickets/accommodation in according with the company’s travel policy;
• Check for incoming faxes and distribute as required;
• Monitor multiple enquiries email inboxes and forward/respond as required;
• Responsible for recycling and confidential waste;
• Responsible for keeping the reception process guide up to date.

About You

Essential:

• Experience of working in a busy client facing reception role
• Experience of dealing with customers/clients over the phone and face to face
• Good Working knowledge of Microsoft Office products including Word, Excel, Bookings and Outlook

• Experience of administration such as; letter writing, data inputting, mail merging and email correspondence

Desirable:

• Experience of working in a small to medium sized financial services environment
• Experience of working with softphone system/Intelligent Office/back office software

Skills & Qualifications:

Essential

• Strong interpersonal and communication skills
• Excellent customer service skills and commitment to provide quality service
• Ability to ensure all visitors and phone calls are managed professionally, efficiently and in a welcoming manner

• Excellent planning and organisational skills with the ability to prioritise efficiently
• Strong computer, scanning and filing skills
• Ability to work as part of a team and unsupervised while managing own workflow

Desirable:

• Administration or financial services qualification would be an advantage
• Knowledge and understanding of financial services industry
• Knowledge and understanding of health and safety
• First Aid or Fire Warden qualification

Benefits

• Part-time Mon-Friday 8.30 - 1.30
• Bath Based
• 25 working days (pro rata) in addition to the normal Bank Holidays, in addition 1 extra day’s holiday for each year of service up to 28 days
• Holiday buy and sell scheme where you have the opportunity to buy an additional 5 days holiday per year
• Group Life Assurance and Pension Scheme
• Private medical Insurance
• Group Income Protection