Reception/Administartor

• To provide a complete front of house reception service for the Company and all venues. This will include meeting and greeting visitors, assisting or re-directing visitors and visitor queries, setting up rooms and catering for meetings held on campus.
• The role does involve the support of a wide number of administrative tasks, confident interaction with students, clients, colleagues, visitors and lecturers.

PRINCIPAL ACTIVITIES/OUTPUT OF JOB
Whilst working in reception the job holder will cover the following duties:

Reception Duties

• Meet and greet all visitors and suppliers; this part of the role would also include being a central contact for people trying to locate staff who are in London.
• Efficiently and professionally deal with all enquiries from internal and external customers, visitors and students
• Managing internal room bookings and daily visitor lists.
• Ensure reception areas are compliant with health & safety requirements.
• Control access to the building, including use of CCTV, access control and intercom systems as well as remaining vigilant at all times;
• Provide help to those requiring assistance into and out of the building;
• Manage distribution of security passes;
• Create visitor lists and ensure course leader understands procedure for evacuating students;
• Answering telephone calls and transferring to the appropriate department;
• Liaise with the other reception teams to collect/deliver/distribute internal mail;
• Work closely with the Facilities/Venue Co-ordinators and other teams to ensure the Reception desk is always staffed when other duties require the post holder to work elsewhere;

Operational and Administrative Duties

• Unlock and prepare or secure the premises depending on start/finish time;
• Assist the Facilities Co-ordinator and Venue Co-ordinator in booking and overseeing meetings and via NFS Rendezvous (online booking system);
• Prepare materials, catering and furniture for meetings and workshops;
• Arrange lunches for bookings and create signage / set out food / clear up, fill / unload dishwasher. Provide tea / coffee in flasks for VIP meetings / where necessary;
• Maintain and order office stationery along with printer toners and newspapers;
• Carry out daily checks of the premises at the start and end of each day and liaise with our cleaners and contractors to ensure everything is prepared for the following day including furniture, equipment and stationery requirements.
• Report and any necessary minor repairs to the Facilities Co-ordinator or Facilities Manager;
• Liaise with IT to ensure additional IT requirements are met such as laptops or conference call equipment;
• Routinely supervise the relevant break out areas ensuring the tea/coffee making facilities are clean and tidy;
• Ensure the bathrooms and kitchen/staff rooms are fully stocked with the necessary consumables (assist the Facilities Co-ordinator with stock checks and ordering as requested);
• Co-ordinate the kitchen rota (all staff and full time lecturers are responsible for carrying out tasks
• Sorting and distributing incoming and outgoing post.
• Update the digital signage in reception on a daily basis or more frequently for special events and open days;
• Check recycle bins and assist Facilities Manager in maintaining recycling policy;
• With the assistance of the Facilities Manager implement any new Sustainability initiatives;
• Photocopying and collating various items of information where required;
• Maintain/update the handbook of key information relating to the property;
• Providing additional support to events when required.
• Ensure all students and visitors have vacated the premises on time by checking all areas;
• Any other duties which may reasonably be required by the line manager.

Our REFER and be REWARDED scheme is about recognising and thanking you for telling your friends, family or colleagues about our services and how we could help them. The rules are simple:  Refer a friend or colleague who is not already registered with Morgan Spencer. If we place them in a permanent role, we will reward you with £150 of Gift vouchers of your choice.  Remember there is no limit on the number of referrals you can make, and therefore the rewards you can claim!!!

EQUAL OPPORTUNITIES Morgan Spencer Recruitment is committed to equal opportunities and actively seeks applications from all sectors of the community irrespective of gender, race, colour, nationality, ethnic or national origin, disability, marital status, sexual orientation, having responsibility for dependents, age, religion/beliefs, or any other reason which cannot be shown to be justified.

CONFIDENTIALITY: All applications are dealt with in strictest confidence and will be processed in accordance with the Data Protection Act 1998