Job Purpose
To provide all relevant reception work (70%) and Admin support (30%)

Key duties and responsibilities

Reception
• Acting as first point of contact for Visitors
• Screening phone calls, enquiries and requests, and directing them as appropriate
• Conducting Inductions for visitors in absence of QHSE staff member
• Arrange transport when required for visiting guests
• Arranging travel, visas, transport and hotel arrangements for staff sourcing best rates
• Arrange lunches (internal and external) as and when required
• Monitor stationery levels and replenish as required
• Post; incoming - open and distribution, outgoing – ad-hoc
• Liaising with the HR Department to record Engineer timesheets onto SAGE
• Raising P.O.s for consumables
• Laminating documents
• Any other duties that may be deemed necessary or appropriate
• Arranging couriers

Administration
• Maintaining record sheets/spreadsheets relating to the QHSE department including Approved Suppliers, LOLER Register, Training records, Visitor records
• Raising Purchase Orders
• Replenishing First Aid Boxes
• Processing material certificates
• Monitoring and recording company energy usage
• Closing Purchase Orders liaising with Lead Buyer (Purchasing)

Key Skills Required
• Self-motivation
• Discretion and an understanding of confidential issues
• Strong organizational skills – ability to prioritise
• Attention to detail
• Ability to plan your own work, work on your own initiative and meet deadlines
• Understanding in Word, Excel and PowerPoint
• Excellent telephone manner

Education & Experience
• Oral and written communication skills
• Basic knowledge of SAGE
• Previous admin experience

Other Requirements
• Professional at all times
• Smart appearance
• Confident and pleasant manner
• Reliability and honesty
• Punctual
• Positive attitude

Working hours are Monday - Thursday 9.00 - 5.30.