Front of House Administrator - London, United Kingdom - Charles Stanley

Charles Stanley

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Purpose:

The Front of House Team is the welcoming face and voice of Charles Stanley & Co Ltd and its team members are fundamental in presenting the image expected and demanded of one of the leading wealth management companies in the UK.

The Team are based at the Head Office in London and duties will include receptionist, switchboard operation and general meeting room and event management.

The Team handle new business calls from prospective clients and Intermediaries, a key role in securing new business.

Due to the nature of the role the Team are deemed Information Providers and must undergo training during the probationary period and undergo 10 hours annual CPD training provided by the company.

Key Areas of Responsibility:

Maintain high standards of personal presentation and conduct, ensuring all guests receive a positive first impression of Charles Stanley
Meet and greet all guests in a courteous, friendly and professional manner
Contact relevant hosts and ensure they attend their visitors promptly, chasing even the most senior members of staff
Ensure the reception and meeting room suite and equipment are always maintained to a high standard
Liaise with the Facilities Team and Service Providers to ensure any issues are resolved promptly
Manage and prioritise room bookings using a computerised booking system, ensuring effective prioritisation and room selection
Liaise with hosts/staff to confirm bookings details, ensuring relevant equipment and catering services have been ordered
Liaise with the Catering Team to ensure all catering requirements are met and delivered and served on time to the required standard
Liaise with relevant departments to ensure room set ups are correct and all equipment has been provided.
Act as telephone receptionist, operating the Arc Console, responding in a courteous and profession manner to queries.
Route incoming calls as appropriate or take accurate messages and pass on to the relevant colleague.
Maintain and update switchboard profiles and switchboard procedural guide.
Act as the first point of contact for all new business telephone enquiries.
Accurately complete all documentation and pass on to the relevant colleagues.
Attend all relevant training for this key role and maintain the hours of CPD deemed appropriate for the role.
Support the Front of House Team Leader and Property and Facilities Team in the provision of management information and reports at required intervals
Provide administrative support to the Property and Facilities Team.
Liaise with Property and Facilities to update and maintain the Team intranet pages.
Any other reasonable duties as required in support of the Property and Facilities Team.

Experience:

Ideally 3+ years demonstrable experience of delivering reception services within a financial/professional services environment.
Demonstrable experience of managing a computerised meeting room booking system and associated services.
Experience of operating a switchboard in a busy environment would be an advantage.

Knowledge and Skills:

Excellent customer service and interpersonal communication skills and a good standard of spoken English is essential.
Able to be articulate and maintain a professional and diplomatic approach even under pressure from difficult customers or callers.
Able to maintain an appropriate and professional appearance throughout the day
A flexible approach; able and willing to work different shift patterns.
Able to work as a member of a team and always prepared to identify and put forward service improvements.
Experienced and proficient on the Microsoft Office package

Information Provider:

This role is classified as an Information Provider under MiFID II Regulations, i.e.

a person who provides information on behalf of Charles Stanley, about financial instruments, investment services and/or ancillary services to clients.

As an Information Provider you must be able to demonstrate the appropriate knowledge and competence to carry out this activity, including six months' experience in the role.

Once assessed as competent, Information Providers should have an annual re-assessment of competence.
Information Providers must also maintain their competence by undertaking Continuing Professional Development (CPD) on an annual basis (provided free of charge by the Company)