job / receptionist 4573

Receptionist - Glasgow

£19,000 - Professional Support
Ref: 4573 Date Posted: Monday 15 Jul 2019
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Experienced Receptionist required for Housing Association in the East End of Glasgow. This role will be based within a small team and will be the central focus of services within the organisation. Providing exceptional customer care to the tenants of the housing association – in person and via telephone.

Duties include:

  • Meet and greet all visitors to the building
  • Answer all switchboard calls to the organisation and divert to relevant staff member. Answer enquiries where possible.
  • Dealing with routine enquiries from customers and referring non-routine enquiries to the appropriate section.
  • Texting/phoning appointment reminders to Tenants.
  • Managing the Associations shared calendar.
  • Ensure correct use of sign in/out registers by all visitors.
  • Monitoring staff lone working on site.
  • Handling incoming and outgoing mail effectively.
  • Collate large mailings and franking mail for dispatch.
  • Arrange catering/refreshments for meetings as required.
  • Prepare rooms for meetings and clear up rooms after meetings
  • Ensure the reception area is clean and tidy at all times.
  • Maintain the Associations noticeboard – updating information for public display.
  • Collate all confidential papers and place in confidential shredding.
  • Using internal and external email system effectively and appropriately.
  • Submit meter readings on a monthly basis.
  • Report office repairs to the Technical Services Officer to ensure good facilities management.
  • Maintain the internal diary system which co-ordinates the Association’s interview space, conference room and contractor, tenant and general public appointments. 
  • Co-ordinate the diary for any service providers based in the office.
  • Arrange for the booking of venues for training, seminars, conferences and meetings.
  • Purchase sundry office items for the provision of standard refreshments to be available on a daily basis.
  • Collate and produce general flyers and information as and when required, in liaison with the Director.
  • Photocopying, scanning and electronic filing.
  • Undertake monthly check of office stationery supplies and place orders as appropriate.
  • Undertake general clerical duties for Housing Services and Technical Services departments.
  • Ensure a system is in place for the regular inspection, replacement and supply of all literature that is distributed from the reception desk.
  • Ensure that a regular mailing list for current Committee Members is available, adding to and deleting from the list as necessary.
  • Issue diaries and timetable for internal and external Committee meetings
  • Maintain Committee Member attendance records
  • Arrange all Committee Member training and maintain accurate records on this.
  • Attend and minute Management Committee meetings.
  • Prepare remittance advices as required.
  • Take cash payments at the counter and issue receipts.
  • Manage the office petty cash.
  • Participate, engage in and minute team meetings and general staff activity development.

Skills and experience required:

  • Candidates MUST have gained reception experience
  • Have good IT skills – MS Office (Word etc)
  • Team Player
  • Highly organised
  • Possess excellent communications skills and can adapt to a variety of situations
  • Administrative experience is essential

 

Hours of work: Monday to Friday – 9am to 1pm and 1.30pm to 4.30pm, 35 hours.

Permanent – Full Time