Administrator Receptionist

REED Specialist Recruitment; Holywood; On-site; GBP 40,000 - 60,000; Full time

Job summary

A leading staffing organization in Holywood is seeking an Office Administrator with Reception duties for a temporary position. The role requires strong administrative skills, excellent communication abilities, and proficiency in IT. Candidates should be able to manage a busy workload with attention to detail. This is a full-time temporary role with an immediate start and competitive hourly rates.

Qualifications

• Experience in a similar administration role.
• Proficiency in IT applications and systems.
• Strong written and verbal communication skills.
• Ability to prioritize and manage multiple tasks.

Responsibilities

• Assist visitors and manage the reception area.
• Operate the telephone switchboard.
• Record attendance and manage visitor access.

Skills

Previous administration experience

Strong IT skills

Excellent communication skills

Ability to manage busy workload

Excellent organisational skills

Job description

Office Administrator with Reception Duties (Temporary)

My client is a leading organisation based in Holywood, who are currently seeking an Office Administrator (with Reception duties) to join their team.

This is a Full-Time, Temporary Position initially for 8 weeks - with an immediate start.

Working hours: 36.25 hours per week from 8.30am to 4.30pm.

With an hourly rate of £14.92 - £15.67 per hour (dependent on experience).

Essential Criteria

• Previous administration experience within a similar role.
• Strong IT skills.
• Excellent communication skills both written and verbal
• Ability to manage and prioritise a busy workload while adhering to strict deadlines.
• Excellent organisational skills with strong attention to detail.

Main Duties and Responsibilities

• Receive, advise and assist visitors as required in a prompt, pleasant and professional manner.
• To operate the door entry access system (VPass) and allocate visitor/contractor passes.
• Operate the telephone switchboard system.
• Deal with all calls in a prompt, pleasant and professional manner; accurately recording messages and passing messages or queries to the relevant member of staff.
• Deal with queries at the reception point in a prompt, pleasant and professional manner.
• Record absences (in light of notification received through the System, record those who have signed in late/left early (using the VPass system) throughout each day on Lesson Monitor on (SIMS).
• To record details of permission to be absent on SIMS.
• To highlight those signing out without permission and those not signing in through VPass and advise relevant staff of this accordingly as well as those leaving during study periods.
• To publish relevant attendance reports such as absence reports on a timely basis.
• To check that attendance is being recorded including both morning and afternoon registration sessions on a daily basis and follow up any problems with relevant staff with a missing register report sent at the end of each day.
• To comply with the Data Protection Policy and best practices for Data Protection to ensure that all personal data is secure and only released as appropriate.
• To ensure that the building front office is secure and locked at the end of the day and when not occupied.
• Collate material for distribution.
• To sort, screen and distribute mail to relevant staff ensuring that staff pigeon-holes are correctly labelled and updated.
• To deal with outgoing mail - including the franking of all mail ensuring correct rates are used and the submission of outgoing mail to the local Post Office on a daily basis.
• Ensure that sufficient resources are ordered and maintained in respect of office administrative requirements
• Manage incoming deliveries and ensure that the foyer is kept tidy and presentable for visitors.
• To provide word processing/filing/duplication/data processing and photocopying in support of administrative processes including the use of email and internet as appropriate.
• To distribute Examination Certificates and update all record cards with examination results.
• To provide administrative and clerical support for the principal, staff and Board of Governors as required.
• To ensure the secure storage of valuable items including mobile phones and confidential documentation.
• To provide cover for the Office Manager during lunch breaks and at other times. In addition, to be in attendance on a small number of specific events outside office hours.

Skills:

• Administrator
• Admin
• Reception
• Holywood
• Temporary