Main job purpose
Provide
a professional front-desk and administration service in the Jersey office.
Key responsibilities
Reception
· Ensure
reception areas are open and manned from 0830 to 1715. When external visitors
are on site before 8:30 or after 17:15 there will be a requirement to be
present.
· Extend a friendly
welcome to clients (internal and external).
· Act as a proactive
point of reference to clients, providing assistance, information and ensuring
their comfort.
· Arrange client
transportation upon request.
· Maintain a
register of all persons (non-staff) entering and leaving the business.
· Answer the phone
and make reservations, take and distribute messages or mail and redirect calls.
· Receive and
sort all special post, arranging courier deliveries as requested.
· Manage the
issuance of temporary visitor passes and maintain a register of cards issued.
· Arrange taxi
bookings and maintain a register of requested transfers.
· Undertake
photocopying and printing for clients upon request from management.
Meeting Rooms
· Manage room
bookings for all client rooms.
· Ensure that
client meeting rooms are kept neat and presentable for visitors.
· Provide basic
catering services to meetings with external guests (water, tea, coffee, biscuits)
· Liaise with
external suppliers for the provision of catering where required.
· Understand how
to use the audio-visual equipment and common troubleshooting.
· Ensure that
all kitchen areas and client rooms are well stocked.
Brand and Communications support
· Support the
preparation of external presentation material and client due diligence visits; collating
documents, enhancing the look and feel, and ensuring quality of the end product
is within corporate guidelines.
· Maintain our
external and internal websites, ensuring content remains in brand and current.
· Prepare internal
communications, using the correct templates and formats, to keep the wider
business informed of noteworthy events such as organisation changes, technology
changes and sponsorship events.
External Communications
· Monitor the
use of social media to represent the activity in the Channel Islands, working
with the Leadership Team to ensure regular posts in LinkedIn.
· Work with HR
to ensure recruitment and promotions are publicised in accordance with corporate
guidelines and regional Marketing sign-off.
Technical skills
Essential requirements
· Good
telephone manner
· Smart
appearance
· Good verbal
communication skills
· Experience in
managing intranet sites
· Experience in
preparing external presentation material
Desired requirements
· Excellent
working knowledge of MS Word, Excel and PowerPoint
· Good
knowledge of the company and staff
Personal style
· Communication
skills
· Organisational
skills
· Client focus
· Teamwork
· Proactivity
· Accurate and
reliable
· Enjoys a
varied and busy workplace
Part-time
/ job share applications will also be considered.