Job Description updated Aug 15

Job Title
Receptionist/Administrator / Band
2 / Date
Aug 15
Job Holder(s)
/ Reports to
HR Manager
Job Purpose
To provide an efficient and professional reception for Ecorys UK and to provide general administrative support to the Business Units and / or local offices as required.

Dimensions

Financial Responsibility no direct budgetary control

Staff responsibility none

Other responsibilities may be required to provide ad hoc support to assist other business units and other administration colleagues

Key Working Relationships and Contacts staff within the business unit / office location to which they are primarily assigned; reprographics team; Egencia

Principal Accountabilities/Tasks

·  To answer all incoming calls on the main switchboard, ensuring a quick response and accurate transfer to the appropriate person.
·  Greet all visitors and direct them to the right person
·  Ensure all health and safety obligations are carried out to include maintaining the ‘visitor’ book and security passes and providing ‘visitor cards’ to all visitors
·  Responsible for arranging courier collections and deliveries
·  Franking and preparation of post for collection
·  Book meeting rooms as required
·  To ensure cover is provided in Reception at all required times
·  Maintain the movement sheet for the Birmingham office
·  To maintain reception area, ensuring that it is clean and tidy at all times
·  To support with booking and co-ordinating meetings, conferences and functions together with associated tasks including lunches and refreshments
·  Making bookings through Egencia for national and international travel and accommodation
·  Responsible for logging in all Egencia invoices on to a Excel spreadsheet
·  Maintaining hard and electronic ISO files
·  Typing / preparing documentation (including letters)
·  Support the induction of new staff
·  Assist with mailmerges for letters and other documents and PowerPoint presentation
·  Provide general administrative support to other parts of the business as required
·  Any other duties deemed commensurate with this role

Qualifications & Experience

Essential skills, experience, expertise and knowledge:
·  Previous reception and administration experience
·  Excellent interpersonal and customer service skills
·  Ability to multi-task and manage own work load
·  Excellent communication skills, written and verbal
·  Flexible, enthusiastic and proactive approach to work
·  Ability to work as part of a team
·  Computer literate – capability to use MS office suite
·  A polite and friendly manner
·  Strong efficiency and punctuality
·  Excellent organisational skills
·  Excellent telephone manner
·  Ability to work accurately to tight deadlines
Desirable skills, experience, expertise and knowledge:
·  Computer literate – capability to use other IT programmes such as Visio, Egencia
·  Experience of assisting and organising events
Additional Information
The role of administrator requires flexibility to provide cover across the team, and as required, across the offices.
There is also scope within this role for individuals to undertake more specialist duties allowing for future progression opportunities
Job Holder Signature: / Date
Managers Signature: / Date