Receptionist / Administrator – Leeds City Centre Full Time

City, Leeds
Manpower UK Ltd

Manpower is currently looking for Receptionist / Administrator to work for our busy client based in Leeds city centre.

Hours – Monday to Thursday 9am till 5pm and 9am till 4pm on Friday
Pay – 17.79
Start – ASAP

Contract – 6 months

Responsibilities
The Receptionist/Administrator will provide a first line contact for callers and visitors either on the telephone or in person and is responsible for presenting a helpful, effective and welcoming image of our client.
Receptionist/Administrator may connect callers directly to the department they are seeking or need to investigate callers’ needs to identify where help can best be provided, as well as undertaking other administrative tasks as required.
Using the membership system in order to identify the member, ensure subscriptions are up to date and direct members to the correct Officer who covers the member’s place of work.
This job description is an outline of the main tasks but the Receptionist/Administrator must be prepared to undertake all reasonable tasks allocated to him/her.
This job description will be reviewed from time to time in consultation between the managers and post holders.
Reception
Welcoming visitors to the union, connecting them to the department/person they wish to visit or speak with. Check location of meeting using the room booking system on Outlook, for visitors attending meetings and direct them accordingly
Making and maintaining records of bookings for all meeting rooms including making special arrangements, buffets and use of equipment, ensuring the appropriate authorisation is given where needed
Ensuring that visitors understand the union’s requirements for safety & security and complete the security pass arrangements as required
Recording receipt of courier deliveries, recorded deliveries
Keeping the reception area tidy and smart at all times, liaising with other departments as necessary Ensuring that messages are passed promptly to the recipient
Making taxi arrangements, ensuring that all taxis are authorised and records kept of all bookings. Liaising with taxi firms to ensure that they are aware of our rules for authorisation. Telephone
Answering incoming calls, within 4 rings whenever possible, dealing with calls promptly and effectively to keep the lines free and accessible to further callers
Assisting callers with queries where able to do so
Ensuring messages are passed promptly to the recipient
Having a full working knowledge of the telephone system both from the switchboard and extensions
Training other staff in the operation of the telephone system for when cover is required.
Administrative
Advising recipients of receipt of faxes on the main number
Receiving delivery of stationery requisitions, checking, ordering and issuing stationery to the requester once delivered
Receiving delivered post and sorting ready for collection by each department. Receiving outgoing post from departments and franking it ready for collection
Care for the Health and Safety of all who come onto union premises is a responsibility which all employees share.