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Administrator/receptionist - Inverness, United Kingdom - Richard Irvin FM Limited

Richard Irvin FM Limited

Verified Company

Inverness, United Kingdom

1 month ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Role Summary
The post holders will provide administrative and reception services in line with contract specifications. Saturday & Sunday plus 3 days over Mon-Fri. Also including holiday cover between 7.45am and 9.00pm.

Main Responsibilities

Provide clerical support for the Management Team together with the preparation of other services relating to the UHI House contract.
Ensure records are correctly filed.
Undertake administrative duties including:
Providing administrative support to the RIFM Team
Logging Helpdesk requests
Maintaining records
Compiling reports
Ordering stationery
Administration of purchasing
Taking meeting minutes
Maintain key and access card security, ensuring that any key and access card issues are logged, signed for and returned.
Welcome visitors to the premises, provide information and directions, contacting Client staff as necessary.
Follow the building Room Booking Policy and other RIFM Procedures to make bookings on behalf of Tenants and Clients on the UHI House booking system. Run reports as directed to provide information to Support Services and Clients. Ensure reconfirmations are undertaken to maximise room usage.
To operate at all times with safe working practices with due regard to Health and Safety regulations, COSHH, Control of Infection, waste disposal, etc in accordance with legislative requirements and policies and procedures of RIFM.
Receive incoming telephone calls and small deliveries. Direct these as appropriate.
Maintain a record in Reception diary of relevant happenings for future reference.

Health, Safety, Environment and Quality (HSEQ)

Promote safetyatwork in accordance with RIFM, Client and Legal requirements.
Participate in HSEQ training and HSEQ personal development
Compliance with and commitment to RIFM's HSEQ policies and procedures.
Take reasonable care of yourself, others and the environment through your acts and omissions.
Report any unsafe conditions, behaviours or acts.
Fully participate in HSEQ inspections and compliance auditing including the completion of mandatory HSEQ training.
Adhere to the controls described in risk assessments, permit to work and highlight any shortcomings in the existing controls.

Requirements:

Experience & Qualifications:

HNC Business Studies and / or equivalent experience
SVQ level 3 in Customer Service and / or equivalent experience
Word processing and file management
Excel spread sheets.
Document drafting and production.
Email and internet skills.'''Responsibilities'''
Greet and welcome visitors in a professional and friendly manner
Answer and direct phone calls using proper phone etiquette
Provide general administrative and clerical support
Maintain office supplies and inventory
Schedule appointments and manage calendars
Perform data entry and maintain accurate records
Assist with bookkeeping tasks using QuickBooks
Handle incoming and outgoing mail and packages
Coordinate meetings and events as needed
Maintain a clean and organized reception area

'''Requirements'''

Proven work experience as a receptionist or in a similar role
Proficient in typing and computer skills, including knowledge of Google Suite
Excellent organizational and multitasking abilities
Strong communication skills, both verbal and written
Ability to prioritize tasks and work independently
Attention to detail and accuracy in data entry
Familiarity with office equipment, such as printers, scanners, and copiers

Note:
This job description is not intended to be all-inclusive. The employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Benefits: