Receptionist, London, Part Time – Job Description

Salary:£13,442 a year (full time equivalent £18,330 a year). Paid at the London Living Wage currently at £9.40 an hour, due to increase to £9.75 an hour in April 2017.

Working Hours:Part time, 27.5hours per week, Monday to Friday, 8am - 1.30pm

Location:Resource for London, 356 Holloway Road, London, N7 6PA

Closing date:9am on Tuesday, 11th April 2017

Interview date:Thursday, 20th April 2017 at Resource for London, 356 Holloway Road, London, N7 6PA.

The Ethical Property Company

Ethical Property is a social business providing office and meeting space to over a 1,000 charities, not-for-profit organisations and voluntary groups across the country each year, within our 23 centres. Our aim is to ensure that our centres act as platforms from which our tenants can deliver a lasting and positive social impact.

Having purchased our first centre in 1998, we now own 14 centres across the UK, and manage a further seven Property Management Contracts, on behalf of like-minded landlords. We currently employ around 95 employees and support more than 800 organisations working in a wide variety of sectors. In addition, we have also helped develop a family of organisations including sister companies in Australia, Belgium and France as well as Ethical IT who provide bespoke IT support and The Ethical Property Foundation, a charity that works alongside us to property advice to the wide sector. All of our centres are managed to minimise energy use, waste, car travel and the use of harmful materials while offering tenants modern, affordable and flexible space managed in a transparent and supportive way.

Our commitment

We are serious about the commitment we make to our employees in providing an enjoyable, relaxed and productive working environment. Equally, we expect our employees to be serious about the commitment they make to the company, and their colleagues.

Resource for London

Resource for London is a busy and dynamic office space, owned by Trust for London and managed by The Ethical Property Company. The centre provides office, conference and meeting rooms for organisations working to tackle poverty in London.

The Post

The part-time Receptionist will work as part of a two person reception team andwill play an important ‘front of house’ role at Resource for London. The centre is managed by Ethical Property on behalf of the Trust for London.

The Receptionist will play an important role in welcoming visitors to Resource for London and supporting our tenants and conference users. You will be line-managed by the Conference Sales Co-ordinator.

Your duties will include, but not limited to:

Access, Security and Deliveries

  • Being the first point of contact for visitors to the centre;
  • Welcoming visitors, issuing name badges and ensuring that all visitors sign in, announcing their arrival and directing them to the appropriate tenant organisation or meeting room;
  • Ensuring security procedures are followed in the centre, and that all building visitors/contractors sign in/out;
  • Notifying tenants when deliveries arrive in the building;
  • Taking deliveries of the Royal Mail post and ensuring that outgoing post is collected every evening;
  • Ensuring special arrangements are made for postal collections and deliveries during public holidays;
  • Keeping any reception areas clear and tidy at all times and ensuring main fire exits are not obstructed;
  • Booking and overseeing car parking spaces.

Communications

  • Answering phones and directing calls to other staff and tenants;
  • Acting as a point of contact for tenants’ queries and communicating these effectively to the relevant RfL staff;
  • Helping to establish and maintain excellent communication with tenant organisations and conference users;
  • Ensuring an effective handover is made between shifts;
  • Ensuring effective communications between both receptionists and to split tasks and services in consultation with the Conference Sales Administrator;
  • Ensure contact information is kept up-to-date for each organisation, including phone list, tenant representatives, directors, first aid and fire marshal contacts, etc.

Conferencing and Facilities

  • Assisting with the administration of our meeting room booking facilities (including conference phone, projectors cables, remote control, flipcharts, etc.);
  • Preparing paperwork for bookings (key sign in sheets, equipment sheets, display papers,etc);
  • Updating the UBS used for the TV display of Daily Meeting Diary;
  • Ensuring we always have enough copies printed of feedback forms, fire safety instructions, registration list, printing authorisation form etc.;
  • Assisting with room set-up and conference support;
  • Ensure that the photocopier, franking machine and other communal facilities are in good working condition;
  • Highlight any issues with the communal facilities to the Centre Manager.

Administration

  • Assisting with administrative dutiesas and when required;
  • Ordering couriers and keeping an accurate records for tenant recharges;
  • Ordering recycling supplies and liaising with the facilities team in booking recycling collections;

Other responsibilities

  • Working within the company’s procedures and policies;
  • Working to improve the services we provide to tenants;
  • Working to improve the company's social and environmental objectives;
  • Covering for other members of the reception team when they are in training, on holiday, etc;
  • Other duties commensurate with the post;
  • Attending company-wide events, such as the annual staff conference, Christmas Party and training.

Person Specification

You are a welcoming, proactive and organised person who enjoys the challenges of being the first point of contact.

Essential skills and experience

  • You have previous experience as a receptionist;
  • You communicate clearlyboth verbally and in writing and have experience of communicatingwith diverse groups of people;
  • You have the ability to act quickly and effectively using your owninitiative;
  • You are able to recognise when you need to seek guidance from your manager or another colleague;
  • You are a team-player;
  • You have good organisational skills and the ability to prioritise work, multi-task and remain flexible;
  • You are trustworthy, personable and reliable;
  • You are committed to providingaconsistently good standard of service to tenants and visitors;
  • You are able to maintain a professional standard of presentation and communication at all times;
  • You have strong IT skills, including experience of using Microsoft Office software for work purposes.

Desirable skills and experience

  • You have previous experience in a similar role in a hotel or conference centre;
  • You have experience of using booking software;
  • You have some knowledge of and interest in the social and environmental performance of buildings, particularly in relation to energy and water use, recycling, green commuting and accessibility.

Contractual details

This is a permanentcontract with a three month probationary period. The post is part time based on 27.5 hours per week. The salary will be £13,442 a year (full time equivalent £18,330 a year). Paid at the London Living Wage currently at £9.40 an hour, due to increase to £9.75 an hour in April 2017.

Benefits include 25 days holiday entitlement pro-rata for the first year in addition to all public bank holidays. We offer a 3% to 7% company contribution to a pension, a free company bicycle scheme with bicycle maintenance costs, childcare vouchers, season ticket loans, interest free personal loans, as well as other benefits.

Applications

Please visit our website ( and download the Application Pack, email your completed application to the stated closing date and time.

Important Information

  • We use the person specification to shortlist candidates. Please ensure you make full use of section four of the application form to identify how you meet the person specification.
  • You must be eligible to work in the UK in order to apply for this role.
  • Submit your Application Pack in the current Word document; we are unable to process applications in PDF format.
  • We do not use the equal opportunities form for shortlisting purposes, this is for our monitoring purposes only.
  • Please note that we do not accept applications from recruitment agencies, and we do not accept CV’s.

Contact Details

The Ethical Property Company, Old Music Hall, 106-108 Cowley Road, Oxford, OX4 1JE

T: 01865 207810 F: 01865 207828 E:W:

Did you know we won the ‘best places to work in property’ award in 2016?

Receptionist, London (Resource for London) – Job Description – March 2017