Reception Duties

• Greet visitors professionally and courteously, ensuring they sign in and follow building procedures.
• Manage telephone switchboard: answer calls, direct them to appropriate staff, and take accurate messages.
• Handle incoming emails and general enquiries efficiently.
• Maintain a clean, organised, and welcoming reception area.
• Issue visitor badges, manage appointment schedules, and notify staff of arrivals.
• Deal with deliveries, couriers, and incoming mail.

Administrative Support Duties

• Perform general office tasks such as filing, scanning, photocopying, and data entry.
• Maintain office records, databases, and electronic filing systems.
• Schedule meetings, book rooms, and assist with diary management.
• Prepare documents, letters, reports, and forms as required.
• Support ordering of office supplies and maintain stock control.
• Assist with onboarding tasks for new staff (e.g., issuing passes, preparing induction packs).
• Help update spreadsheets, logs, and internal systems.

Customer Service & Communication

• Provide helpful information to staff, clients, visitors, and callers.
• Handle complaints or queries professionally and escalate when needed.
• Maintain confidentiality and handle sensitive information appropriately.
• Represent the organisation with a positive and professional attitude.

Office Communication

• Support health & safety procedures (e.g., visitor records, evacuation lists).
• Help arrange travel bookings, catering orders, or event setup if required.
• Assist in organising documents for audits or compliance checks.
• Coordinate with other departments to ensure smooth workflow.