Receptionist

Overview

To be a successful Receptionist at Gloster MEP Ltd you will take a proactive approach to building relationships with all staff and suppliers. You will be highly organised and driven to deliver quality work, taking pride in what you do and enjoy supporting and helping others achieve their objectives.

This role is integral to the smooth running of the business. You will represent Gloster MEP with a clear and professional communication style. With the willingness to take ownership and responsibility for your workload, you will have the ability to focus on key objectives. You will manage your time while efficiently and effectively supporting the business in achieving its activities.

Personal Attributes

You will be:

o Highly organised with a methodical approach to tasks with the ability to manage priorities with a busy workload.

o Proactive with a willingness and the ability to work unsupervised.

o Able to work under pressure, remaining focused to meet deadlines.

o Able to follow protocol and procedures consistently.

o Self-driven and wanting to carry out tasks to a high standard.

o Adaptable and flexible, able to manage changing schedules, unexpected situations, and client needs.

o Friendly and approachable, creating a welcoming environment for staff and clients.

o Trustworthy and professional when handling confidential company and client information, maintaining strict confidentiality at all times.

You will have:

o A professional approach with excellent telephone manners.

o The ability to organise tasks and improve administrative processes to drive efficiency.

o A strong attention to detail with the ability to accurately input data.

o The desire to build strong relationships with all staff.

o 3 years’ previous experience in managing reception functions.

Technical Skills

You will be:

o A proficient user of all Microsoft Office packages, in particular Outlook, PowerPoint, Excel and Word.

o Educated to a minimum of A ‘Level (or equivalent).

Job Purpose

The role of a Receptionist includes but is not limited to:

o Provide professional reception duties.

o Meet and greet visitors and callers in a professional manner.

o Maintain a clean, tidy reception area.

o Manage incoming and outgoing post and deliveries, ensuring items are distributed to the correct recipients and courier collections are arranged when required.

o Manage meeting room bookings and ensure rooms are prepared for meetings, including setting up equipment, refreshments, and maintaining presentation standards.

o Ensure the kitchen area is kept clean, tidy, and well stocked, including clearing up where required, particularly first thing in the morning, after lunch, and at the end of the day, refilling key items such as the coffee machine, tea, sugar, fizzy drinks, bread, fruit and other refreshments, and regularly checking the fridge and disposing of any expired items.

o Co-ordinate the smooth running of the office.

o Provide administrative support to all departments, in particular, HR, Directors, and Operations as and when required.

o Maintain an organised and efficient office environment by implementing and improving administrative procedures.

o Assist with site and operational administration, for example, site setup’s.

o Coordinate work experience placements, including arranging the visit, liaising with the school or parents, coordinating with department heads to create a timetable aligned with business requirements, ensuring Health & Safety documentation is signed on their first day, and acting as the student’s main point of contact throughout their placement.

o Coordinate the repair or replacement of faulty office equipment and facilities, arranging temporary alternatives where required, liaising with relevant contractors to arrange repairs, placing appropriate notices on equipment where necessary, and keeping office staff informed of updates.

o Ensure internal records and systems are updated to reflect employee joiners and leavers, including updating distribution lists, the company organogram, sign-in sheets, and other relevant documentation where required.

o Maintain an up-to-date inventory of all office stock, ensuring levels are monitored and items are replenished in a timely manner to avoid shortages. Including but not limited to; PPE, stationery, cleaning supplies, IT equipment, access fobs/ keys, etc.

o Maintain a clean, organised, and well-presented office environment, arranging services such as carpet cleaning and waste collections when required.

o Proactively identify items showing signs of wear or damage and arrange cost-effective repairs or replacements where appropriate.

o Coordinate the removal, replacement, or introduction of office equipment or furniture, including sourcing and arranging delivery to improve office functionality (e.g. following office moves or layout changes).

o Communicate any planned office works or maintenance activities to office employees, ensuring minimal disruption to the working environment.

o Assist with coordinating and facilitating office visits and inspections, including landlord visits, health and safety inspections, and other compliance-related checks, ensuring all documentation and access arrangements are in place.

o Manage and monitor office stock purchasing, ensuring stationery, kitchen equipment, groceries and other supplies are sourced at the best possible cost by comparing suppliers, controlling budgets, and maintaining appropriate stock levels.

o Regularly review supplier pricing and stock costs to ensure the business continues to receive the best value, identifying opportunities to reduce spend or source more cost-effective alternatives.

o Take responsibility for Health and Safety within the office, including supporting the Operations team with Health and Safety administration.

o Act as a designated Fire Warden for the office, supporting fire safety procedures, assisting with evacuations, and helping ensure fire safety equipment and escape routes are properly maintained and accessible.

o Ensure fire safety compliance, including coordinating the annual renewal of fire risk assessments, arranging servicing of fire extinguishers, and ensuring all related documentation is maintained and securely saved for record keeping.

o Engage in quarterly Health & Safety Committee meetings, ensuring all H&S trackers and documentation are reviewed and kept up to date in advance of each meeting.

o Oversee and maintain the office sign-in and sign-out process for staff and visitors, ensuring accurate records are kept and available in the event of an emergency.

o Work closely with the Marketing Executive to support wider marketing initiatives as required.

o Collaborate with the Marketing Executive to plan, organise, and deliver company events, acting as a key point of contact for sponsors and attendees, managing enquiries, and ensuring a positive and well-run event experience.

o Take the lead in organising and delivering employee engagement initiatives, including coordinating and hosting monthly office activities such as cooking lunch for the team, helping to foster a positive and collaborative office environment.

o Plan and coordinate holiday-specific activities throughout the year, including developing creative ideas and decorating the office to create an engaging and festive environment.

o Assist and support during audits.

o Maintain and organise SharePoint files and folders, ensuring documents are stored correctly, kept up to date, and comply with the required formatting, and compliance standards. This includes but is not limited to, Admin files, Policies and Procedures, etc.

o Ensure all company policies and procedures are reviewed, updated, and renewed annually in line with ISO standards, maintaining accurate and compliant documentation.

o Carry out various audits on documentation held.

Key Result Areas

o Ensure the smooth and efficient day-to-day running of the office, minimising disruption and maintaining high standards across all areas.

o Maintain a professional, organised, and well-presented office environment within agreed budget constraints.

o Ensure all company systems and documentation are kept accurate, up to date, and ISO compliant, with deadlines consistently met.

o Successfully plan and deliver company events and engagement initiatives within budget, achieving a high-quality and positive experience for attendees.

o Provide effective and timely site and operational support, ensuring business needs are met with minimal disruption.

o Identify and implement improvements to office processes and facilities, enhancing efficiency and overall workplace experience.

o Maintain high standards of Health & Safety compliance within the office, ensuring all requirements are met and documentation is audit-ready.

o Proactively seek and implement cost-effective solutions across all areas of expenditure, ensuring the business receives best value while maintaining quality and service standards.

The key result areas listed above are not exhaustive and are intended to be continuously developed as part of your personnel development plan through your PDR where Objectives will be set.

Additional Responsibilities

o To observe and abide by the Company’s policies and procedures.

o To observe and abide by the Company’s Health and Safety polices.

o You will be expected to maintain a professional appearance and manner, be punctual, helpful, and courteous to clients, suppliers, consultants, and colleagues.

o To ensure all equipment provided to you is kept secure and in good order.

o Undertake any necessary training to ensure efficient completion of your job.

o GDPR Compliance - ensuring compliance with all activities when dealing with personnel data.

o Undertake any other reasonable duties as required to support the effective running of the business.

Pay: £25,000.00-£30,000.00 per year

Benefits:

• Company pension

Application question(s):

• At least 2 years working front of house/ on reception in construction industry?

Experience:

• Receptionist: 2 years (required)

Language:

• English (required)

Work authorisation:

• United Kingdom (required)

Work Location: In person