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About the job
RECEPTIONIST AND ADMINISTRATIVE ASSISTANT
About this role
The post-holder will take on a range of tasks which will vary from day to day – for example, they will provide reception cover when required; they will also offer hands on support for meetings and events – providing refreshments and preparing rooms/clearing away, and a key part of the role is to provide administrative support for the team.
Answering the main switchboard and dealing with queries, providing basic advice as required
Welcoming visitors and directing them to the relevant staff member
Sorting incoming post and receiving deliveries and passing on to the appropriate staff member
Dealing with outgoing post and parcels and ensuring their timely despatch
Booking couriers and taxis as required
Monitoring the general email inbox and dealing with enquiries
Meetings and events
Co-ordinate use of meeting rooms, ensuring appropriate arrangements are in place to enable meetings and events to run smoothly.
Help prepare rooms for meetings in required layouts – this may involve light physical work such as moving tables/chairs.
Oversee catering requirements for meetings and events and assist with the provision of catering services eg: set up tea/coffees and replenish as required, bring in sandwich lunches when required, clear away after events and ensure all crockery etc is clean and returned to storage areas.
Co-ordinate and help provide any special requirements for meetings eg: name badges, welcome desks etc.
Provide general administrative support eg: booking meetings, copying and circulating papers, maintaining systems, filing
Provide administrative support to the HR officer, including maintain systems, copying papers, arranging diary appointments.
Support the team as required providing ad hoc administrative support as needed.
Experience of working in a reception role and the ability to provide a welcoming and efficient reception service.
Relevant office experience in an administrative capacity, including experience of setting up and operating administrative systems and supporting a team.
Strong organisational skills, a pro-active approach and the ability to plan ahead with attention to detail.
An understanding of the importance of confidentiality, especially in regard to HR tasks.
A flexible approach to work, with a ‘can do’ attitude and willingness to get involved in a range of tasks as required.
Strong IT skills, including all MS Office packages and confidence in using spreadsheets, and databases.
Ability to undertake light physical tasks such as moving tables/chairs.
Articulate, with excellent written and oral skills, and the ability to communicate with a range of audiences
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EQUAL OPPORTUNITIES Morgan Spencer Recruitment is committed to equal opportunities and actively seeks applications from all sectors of the community irrespective of gender, race, colour, nationality, ethnic or national origin, disability, marital status, sexual orientation, having responsibility for dependents, age, religion/beliefs, or any other reason which cannot be shown to be justified.
CONFIDENTIALITY: All applications are dealt with in strictest confidence and will be processed in accordance with the Data Protection Act 1998
Morgan Spencer Limited, registered in England & Wales No: 4254114