Candidate Requirements
- Previous experience in a Reception or Secretarial role.
- High level of administration / organisational skills.
- Excellent punctuation and grammar.
- Excellent writing and typing skills.
- Meticulous attention to detail.
- Initiative & ability to work independently.
- Ability to multi task and prioritise workloads.
- Pragmatic and problem-solving approach.
- Excellent written and oral communication.
- Good time management skills.
- Good working knowledge of IT platforms and applications and highly competent in the use of the Microsoft suite of products.
- An excellent telephone manner and good telephone skills.
- Neat personal appearance.
- Excellent interpersonal skills.
RECEPTIONIST/SECRETARY ROLE PURPOSE
To take ownership and responsibility for the smooth running of the Reception and Client Areas, being pro-active and using your initiative to ensure a first-rate service to clients and colleagues, as well as providing clerical and administrative support to the Directors and Practice Manager to ensure the smooth running of the business.
Duties include general clerical, receptionist and project-based work whilst projecting a professional company image through face to face and telephone interaction.
Main Tasks of the Role
Your duties may include but not be limited to the following:
- Answering the phone, connecting calls, taking messages and forwarding by email to the relevant person when necessary.
- Maintaining and updating the visitor desk diary on a daily basis.
- Maintaining the Outlook meeting room diary, taking bookings and ensuring rooms are not double booked.
- Booking meetings and conference rooms via the Outlook calendar for the Directors/Practice Manager.
- Be responsible for ensuring the meeting rooms are clean, at a suitable temperature with cold water and clean glasses at all times and that client needs are met whilst on premises.
- Using own initiative to ensure that any additional requirements are met for meetings (e.g. working with IT to ensure access is set up, checking if catering is necessary and arranging this, etc.)
- Meeting and greeting clients/ other visitors and offering drinks. Taking clients through to the waiting area upon arrival, should the reception area be busy with clients.
- Organising reception area to ensure it is constantly clean, tidy, organised and well presented and that all plants are regularly watered.
- Processing credit card payments either face to face or over the phone and completion of relevant documents.
- Receiving and distributing delivered items to the office.
- Scanning of all incoming mail.
- Scanning and franking outgoing post and arranging couriers when necessary.
- Electronic filing of all incoming and outgoing mail documents.
- Logging and distribution of incoming and outgoing client records.
- Sourcing and ordering stationery and office equipment.
- Sourcing and ordering of internal catering such as teas, coffees, water etc.
- Running errands and making hand deliveries.
- Maintaining office equipment such as coffee machine, photocopier, fax and postage machine
- ensuring all are clean and in good working order and arranging for repairs as necessary.
- Watering the office plants.
- Assisting with client billing.
- Carrying out any tasks that are deemed necessary for the smooth running of the office.
Secretarial Tasks
- Typing documents from written sources.
- Taking dictation from Directors and typing up required documents.
- Binding and sending out Rosscot finalised accounts according to Rosscot standards.
- Preparing correspondence on the Director’s behalf for meetings.
- Typing up minutes.
- Drafting letters and other documents, such as PowerPoint presentations.
- Photocopying, printing and scanning various documents, sometimes on behalf of other colleagues.
Primary Responsibilities
Team Work
- Identify improvements to internal processes and provide recommendations to the Practice Manager.
- Implementation of recommended internal changes with a positive attitude.
- Implement and support change approved by the Directors. Ensure the corporate brand is upheld at all times and represent the Company professionally at all meetings and events.
Business Management
- Identify improvements to internal processes and provide recommendations to the Practice Manager.
- Implementation of recommended internal changes with a positive attitude.
- Implement and support change approved by the Directors. Ensure the corporate brand is upheld at all times and represent the Company professionally at all meetings and events.
Project Management
Participate in and oversee projects from directors as required ensuring timely and successful outcomes
Business Development
- Assist the Practice Manager in ensuring new suppliers, and clients are taken on in accordance with internal processes.
Client Service Delivery
- Develop a good working relationship with clients and employees.
- Ensure the consistent delivery of services with a positive attitude.
- Assist in the development of policies and procedures that improve the Company.
The above duties will be dependent upon performance and workload restrictions. The duties described herein are intended to demonstrate the broad outline of work to be undertaken and may be subject to change.
