Role Description
The role of the Receptionist is to possess a strong understanding of the company’s inner workings and day-to-day happenings. As the first person both clients and colleagues see and the port-of-call for all incoming calls, reception represents Pembroke Financial Services (PFS) as the face of the company.
The Receptionist reports to the Reception Team Manager.
Behaviours
- Highly organised
- Excellent telephone manner
- Committed to the delivery of excellent client service
- Clear, concise, timely and appropriate oral and written communication
- Friendly, polite and approachable manner
- Positive attitude
- Very efficient
- Good interpersonal skills including the ability to deal tactfully with people
- Self-motivated and able to manage and prioritise workload
- Able to work to deadlines
- Prompt and reliable
- IT literate with skillset inclusive of Word, Excel and Outlook
- Have polished communication skills
- Well-presented and approachable
- Able to operate in a highly professional manner
- Managing confidential information with discretion
- Meeting and greeting clients and welcoming other visitors
- Booking meetings and setting up meeting rooms in preparation
- Providing refreshments for clients, managers and meetings as required
- Support the allocation and booking of meeting rooms and car parking as required
- Stationary ordering and organising as required
- Obtaining supplies as required
- Scanning, filing and archiving as needed, with strong attention to detail paid at all times
- Arranging couriers
- Strong ability to develop positive working relationships with all departments
- Data input on various database systems
- Keeping the reception area and all greeting/waiting areas clean and tidy
- Handling inbound/outbound telephone calls, taking messages and transmitting to appropriate parties
- Sorting, distributing and filing incoming post and handling, organising and preparing outgoing post
- Assisting with the keeping of various records and data
- Oversee new starters IT and Health and Safety inductions
- Manage day-to-day office maintenance issues and IT issues in meeting rooms and refer to Reception Team Manager when unable to resolve
- Oversee new joiners’ IT inductions and set up new joiners on secure printing
- Ability to cope with a busy routine and able to multi-task
- Ensuring both offices are well-stocked, organised and tidy to include continued maintenance
- Reporting issues specific to reception, facilities and H&S, acting appropriately to emergencies or urgent issues as they arise
Other Duties
- General office ad-hoc duties and supporting departments with general admin as required
- General building maintenance oversight
- Complete mandatory/regulatory training to given deadlines
- Maintain a clear desk and ensure all client documentation is locked away securely out of hours
- Ensure that all confidential paperwork is either scanned to the relevant file and disposed of in the confidential data bins or shredded