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Job Description Receptionist / Office Assistant

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JOB DESCRIPTION Receptionist / Office Assistant CORPORATE RESPONSIBILITIES • • • To develop and maintain an effective working relationship with the person or persons to whom you report To foster the spirit of teamwork and client service excellence and to co-operate with colleagues to promote an open and supportive environment To carry out your duties in a diligent and professional manner OBJECTIVE AND ROLE Provide Reception duties and offer administrative and clerical assistance to the Support Team. Maintain a tidy appearance of the kitchen and Breakout areas. The duties are varied and will include, but not be limited to those outlined below. DUTIES Reception • • • • • • • • • • • • • • • • • • • • Open main door Maintain office switchboard Meet and greet visitors and maintain visitor log Open, date stamp & sort post into departments Maintain electronic delivery of incoming faxes to departments Receive, check & sign off on office deliveries Receive/despatch of courier post Prepare and clear boardrooms for meetings Arrange in-house lunches Book taxis and see that taxi log is maintained Maintain Registered Office data Maintain boardroom calendar appointments Maintain the Ipes communal areas Monitor and maintain milk deliveries Order supplies (coffee tea sugar etc.& drinks in stock for office use) Liaison with our external cleaners Maintain reception to comply with Ipes clear desk policy Main door to be closed at end of day Assisting with the organising of our charity day events General duties to include premises liaison OFFICE ASSISTANT • • • • • • • Staff travel bookings - online Guernsey Registry submissions Assist with Archive & Safekeeping requirements Assist with despatch of outgoing post Internal/external hand deliveries Binding of reports and other documents Update Guernsey registered company screen KEY RESULT AREAS The Receptionist / Office Assistant will be expected to process all work in a professional manner STAFFING SPECIFICATION There is a requirement to be smart, presentable and project a professional image. TARGET VOCATIONAL SKILLS • • • • • • IT skills to include Switchboard, Word, Excel & Outlook Ability to make online Travel bookings Ability to work under pressure & to tight deadlines Ability to work on own initiative Confident and well-spoken telephone manner, be of smart appearance and be able to deal with persistent clients whilst remaining calm and professional Continual expansion of knowledge on Company’s procedures and business for personal development