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  • Job reference: RMS0132720

Receptionist/Administrator

  • Sector: Commercial
  • Location: Aberdeen
  • Job type: Permanent
  • Date posted: 21/10/2013
  • Time left:
    d h m s
    (28/10/13)
This vacancy has now expired.
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The Role:
1. RESPONSIBILITY:
•To take all reasonable care during the performance of their work for the Health and Safety of themselves and others affected by their acts or omissions. To co-operate fully with company regulations, regulatory authorities and/or third parties to ensure compliance with applicable legislation.
•Demonstrate behaviour consistent with the vision and core values.
•To provide comprehensive reception cover working within the stipulations laid down by the company procedures and corporate standards.
•To act as first point of company representation to those contacting the Aberdeen base, through the switchboard operation and greeting of visitors upon their arrival.
•Responsible for screening all incoming calls prior to transferring to personnel.
•Responsible for providing administrative support to Central Services Team.
•To work in a competent, positive, safe and professional manner.
•Work with minimum supervision and within time constraints.

2. AUTHORITY:
•Authority to stop an unsafe act or condition without fear of reprisal and with the full backing of management.
•Authorised to issue temporary access cards to visitors and personnel.
•Authorised to refuse entry to visitors unless met by a host employee and signed in as per procedure.
•Authorised to book meeting rooms and issue access keys.

3. MAIN TASKS:
•Ensure the efficient operation of the telephone switchboard, answering and diverting calls in a professional manner.
•Greeting of visitors and control of all sign in/out badges and inform visitors of the safety precautions.
•Logging/handling and distribution of all incoming mail and franking/arrangement of all outgoing mail.
•Process staff holiday requests and ensure records are maintained in line with HR processes.
•Arrange meetings, catering, taxis and booking meeting rooms when requested by personnel.
•Take on a pivotal role in the event of fire evacuation through telephone/visitor log.
•Assist Facilities during weekly testing of fire alarms.
•Ensure the distribution of office and meeting room keys is recorded in the log book.
•Ensure that there is an adequate supply of stationary by the mail shelves.
•Ensuring control of company pool car, logging in/out.
•Maintain staff telephone list and ensure it is uploaded to Intranet and distributed to all personnel.
•Carry out administration tasks for Central Services e.g. scanning, faxing, up-dating manuals, formatting documents etc.
•Member of the Personnel Care Group within the Crisis Management team.
•Responsible for promoting the company Culture and Core Values.

Essential Skills / Qualifications:
• Excellent Switchboard Skills
• MS Outlook
• MS Word
• MS Excel
• MS Powerpoint
• Adobe Acrobat
• SAP
• Sharepoint

Desirable Skills / Qualifications:
• Experience in a reception role.
• Excellent communication skills.
• Excellent organisational skills.
• Strong customer service skills.
• Excellent MS Office skills
• Ability to work solely or as part of a team building environment with minimal supervision.
• Ability to work under pressure.
• Ability to build and protect confidentiality.
• Personal integrity and cultural awareness.
• Experience of handling financial invoices.
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