Receptionist
| Posting date: | 16 April 2024 |
|---|---|
| Hours: | Full time |
| Closing date: | 16 May 2024 |
| Location: | EC4N 8AL |
| Company: | Mitie |
| Job type: | Permanent |
| Job reference: | 51637 |
Summary
Our values and behaviours
An individual's belief in our values and behaviours is as important as their technical and/or professional know how which is why our Job Descriptions are written with these in mind.
Excel - At service delivery, we must be the best at everything
Challenge - We always ask ourselves, why do I do it this way? How can I do this better? What else can I do?
Inspire - Have fun and be passionate about what you do.
Job objectives and responsibilities
· To follow on site policies and procedures to ensure that all visitors are greeted in a highly professional way
· Ensure that all calls are answered within 3 rings and queries are dealt with efficiently
· To deal with all visitors and associates in a professional and friendly manner
Main duties
· To greet all visitors in a professional and friendly manner (this includes internal clients)
· To understand all the procedures for all floors
· To operate the visitor management system from all the following perspectives: visitors management, room reservations, floor management and events management
· To escort guests to the lifts and to the meeting rooms
· To ensure meeting rooms are tidy and meetings do not overrun
· To set up laptops for meetings, and provide basic AV assistance
· To advise the hosts as soon as guests arrive and ensure that all visitor details are recorded
· To report any faults in the Reception area and in the meeting rooms
· Make room reservations
· Monitor reception inbox
· Provide administrative support when necessary and requested by Management
· Answer the telephone promptly and politely as per instructions, using the correct salutation
· When working a shift opening / closing please ensure all information is written in the hand-over books
· To sweep internal, external and event floors by end of business hours and send handover reports to reception and security (3,4,9,10,11,14 &15)
· To attend training courses as and when necessary
· To be able to deal with a variety of guests in a calm, professional and polite manner
· To be flexible in approach to work requirements in order to maintain the standards required as a Signature employee.
· To support emergency evacuations
· To comply with QHSE procedures in place
· Must obtain authority on any holiday requests from Management before booking time away with a third party.
· Must obtain authority for all overtime payments.
· To be able to deal with a variety of guests in a calm, professional and polite manner.
Person Specification
· Excellent telephone manner - essential.
· Quick thinker - able to use common sense and to make decisions
· Reception experience
· Room reservations experience
· Great understanding of a corporate environment
· Excellent Customer Service skills - essential
· Competent PC skills, Outlook, Manhattan, MS Word & MS Excel
· Professional and polite at all times
· Extremely Flexible - essential
· Great at multitasking - essential
· To take ownership and be accountable for own decisions
· Excellent communicator - essential
· Team player - essential
Working within the Mitie values and behaviours
People Mitie is a people business. It's our people, and their drive to do their jobs to the best of their ability that makes us different.
Trustworthy -
We do what we say we will
How we behave…
· We treat all colleagues with respect
· We challenge people when they don't do the right thing
· We welcome advice from anyone that might improve what we do
· We are open and honest
· We think safety and always follow rules for safe working
Helpful -
We go out of our way to make a difference
How we behave…
· We work with each other to achieve the best for clients and for Mitie
· We share information to help colleagues succeed
· We build great relationships
· Our first response to requests will always be positive
· We look out for each other, never walking by unsafe actions or situations
Inspiring -
We help others to be the best they can be
How we behave…
· We support and encourage each other to develop
· We lead by example
· We set clear expectations
· We listen to and learn from others
· We learn from mistakes and incidents to prevent recurrence
Passion Take our people, add their passion, and you get something really special.
Spirited -
We give it everything we've got
How we behave…
· We do good things for each other, the environment and the community
· We appreciate diversity and encourage it
· We demonstrate team spirit
· We are committed to doing things better and setting new standards in all that we do
· We take pride in what we do and have fun doing it
· We celebrate success and say thank you
Fresh thinking We want our people to find inspiration from skill development and career progression, and enjoy respect and recognition for a job well done.
Pioneering -
We do things that excite and amaze
How we behave…
· We bring new ideas to the way we do things
· We are willing to try new things
· We encourage and support innovation
· We consider things from other peoples' points of view
· We embrace new thinking and technologies
· We build health & safety into everything we do
Health and Safety responsibilities
· Follow Group and company policies and procedures at all times;
· Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;
· Use all work equipment and personal PPE properly and in accordance with training received;
· Report any issues or training needs to your Line manager and /or via your divisional incident reporting system;
Note
This job description Is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's role and/or the needs of the business.
An individual's belief in our values and behaviours is as important as their technical and/or professional know how which is why our Job Descriptions are written with these in mind.
Excel - At service delivery, we must be the best at everything
Challenge - We always ask ourselves, why do I do it this way? How can I do this better? What else can I do?
Inspire - Have fun and be passionate about what you do.
Job objectives and responsibilities
· To follow on site policies and procedures to ensure that all visitors are greeted in a highly professional way
· Ensure that all calls are answered within 3 rings and queries are dealt with efficiently
· To deal with all visitors and associates in a professional and friendly manner
Main duties
· To greet all visitors in a professional and friendly manner (this includes internal clients)
· To understand all the procedures for all floors
· To operate the visitor management system from all the following perspectives: visitors management, room reservations, floor management and events management
· To escort guests to the lifts and to the meeting rooms
· To ensure meeting rooms are tidy and meetings do not overrun
· To set up laptops for meetings, and provide basic AV assistance
· To advise the hosts as soon as guests arrive and ensure that all visitor details are recorded
· To report any faults in the Reception area and in the meeting rooms
· Make room reservations
· Monitor reception inbox
· Provide administrative support when necessary and requested by Management
· Answer the telephone promptly and politely as per instructions, using the correct salutation
· When working a shift opening / closing please ensure all information is written in the hand-over books
· To sweep internal, external and event floors by end of business hours and send handover reports to reception and security (3,4,9,10,11,14 &15)
· To attend training courses as and when necessary
· To be able to deal with a variety of guests in a calm, professional and polite manner
· To be flexible in approach to work requirements in order to maintain the standards required as a Signature employee.
· To support emergency evacuations
· To comply with QHSE procedures in place
· Must obtain authority on any holiday requests from Management before booking time away with a third party.
· Must obtain authority for all overtime payments.
· To be able to deal with a variety of guests in a calm, professional and polite manner.
Person Specification
· Excellent telephone manner - essential.
· Quick thinker - able to use common sense and to make decisions
· Reception experience
· Room reservations experience
· Great understanding of a corporate environment
· Excellent Customer Service skills - essential
· Competent PC skills, Outlook, Manhattan, MS Word & MS Excel
· Professional and polite at all times
· Extremely Flexible - essential
· Great at multitasking - essential
· To take ownership and be accountable for own decisions
· Excellent communicator - essential
· Team player - essential
Working within the Mitie values and behaviours
People Mitie is a people business. It's our people, and their drive to do their jobs to the best of their ability that makes us different.
Trustworthy -
We do what we say we will
How we behave…
· We treat all colleagues with respect
· We challenge people when they don't do the right thing
· We welcome advice from anyone that might improve what we do
· We are open and honest
· We think safety and always follow rules for safe working
Helpful -
We go out of our way to make a difference
How we behave…
· We work with each other to achieve the best for clients and for Mitie
· We share information to help colleagues succeed
· We build great relationships
· Our first response to requests will always be positive
· We look out for each other, never walking by unsafe actions or situations
Inspiring -
We help others to be the best they can be
How we behave…
· We support and encourage each other to develop
· We lead by example
· We set clear expectations
· We listen to and learn from others
· We learn from mistakes and incidents to prevent recurrence
Passion Take our people, add their passion, and you get something really special.
Spirited -
We give it everything we've got
How we behave…
· We do good things for each other, the environment and the community
· We appreciate diversity and encourage it
· We demonstrate team spirit
· We are committed to doing things better and setting new standards in all that we do
· We take pride in what we do and have fun doing it
· We celebrate success and say thank you
Fresh thinking We want our people to find inspiration from skill development and career progression, and enjoy respect and recognition for a job well done.
Pioneering -
We do things that excite and amaze
How we behave…
· We bring new ideas to the way we do things
· We are willing to try new things
· We encourage and support innovation
· We consider things from other peoples' points of view
· We embrace new thinking and technologies
· We build health & safety into everything we do
Health and Safety responsibilities
· Follow Group and company policies and procedures at all times;
· Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;
· Use all work equipment and personal PPE properly and in accordance with training received;
· Report any issues or training needs to your Line manager and /or via your divisional incident reporting system;
Note
This job description Is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's role and/or the needs of the business.