Banks Group careers 2022 in Durham, England, United Kingdom – Head Receptionist

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About the job

Position: HEAD RECEPTIONIST

Division: GROUP ADMIN TEAM

Reports to: SENIOR OFFICE MANAGER

OVERALL OBJECTIVES

To be responsible for providing an efficient and professional reception and administrative support service to assist in the achievement of business objectives.

To take overall responsibility for the smooth running of the Banks Group Head Office reception function, including all associated duties, working with your fellow Receptionist to ensure the Company’s image is promoted at all times. Assisting the Senior Office Manager with the coordination of office management tasks and responsibilities associated with the same.

KEY RESPONSIBILITIES

Deal with telephone calls/visitors and enquiries in an efficient and professional manner:

· Provide a warm and professional welcome to all visitors.

· Answering all incoming calls promptly following the Company protocol (Working Instruction BGL- AD-WI-08 and Reception Guidance Notes). Announcing calls to Main Board Directors.

· Quality and efficiency of messages taken and timeliness delivery.

· Quality of enquiries dealt with.

· Efficiency of systems operated, i.e. visitor’s book, reception diary.

To ensure telephone system is maintained and operated, liaising with IT Department as appropriate:

· Efficiency and knowledge of systems operated.

· Timeliness of repairs to faults.

· Mobile Phones – raise Focalpoint order, distribute mobile phones and inform HR department. Follow Working Instruction BGL-AD-WI-30.

· Liaise with the IT Department to enable an accurate and up-to-date list of internal telephone numbers at all times, ensuring all incoming calls are directed correctly.

· Produce hard copies of the internal telephone list for senior members of staff as appropriate.

Responsible for reception and associated duties, ensuring reception area is maintained to a high standard and promote a professional image at all times:

a) Receiving and sort incoming and outgoing mail on a daily basis.

b) Postage – ensure franking machine always has sufficient funds, labels and ink replacements. Maintain associated spreadsheets for Royal Mail & Pitney Bowes.

c) Maintain a safe and clean reception area, including business lounge and kitchenette.

d) Ensure company literature is accurate/up to date and adequately displayed in the visitors lounge following the Company procedure – Working Instruction BGL-AD-WI-11.

e) Efficiency of diary system operated ensuring knowledge of staff whereabouts and visitors names.

f) Control bookings for internal and external meetings – following Working Instruction BGL-AD-WI-10.

g) Ensure external meetings rooms are appropriately set up prior to meetings with refreshments in place as required.

h) Ordering Main Board Director’s lunches and lunches for meetings, raising orders, verification of invoices and maintenance of records, email Office Manager details of spend each month.

i) Reception Guidance Notes – Update as required and review on an annual basis.

j) General typing and admin duties as and when required.

Banks Website – Accurately maintain and update the website with:

a) Press Releases from Julian Christopher/Holyrood.

b) External Press Articles received from Precise and Kantar Media.

c) Job Vacancies (advised by HR).

Stationery – deal with all stationery ordering in a timely manner, making costs savings where possible:

a) Quality and efficiency of orders for the Group following established Company procedures – Working Instruction BGL-AD-WI-03.

b) Check and maintain stock for Head Office.

c) Accurately maintain spend spreadsheet.

d) Email Office Managers with details of spend each month.

e) Quality and efficiency of orders of Graphics stationery liaising monthly with Graphics. Graphics Team have responsibility for budget and costs.

f) Carry out Annual Market Testing exercise to ensure best value/service for the business.

Hotel & Travel – deal with all hotel and travel bookings in a timely manner, making costs savings where possible:

a) Quality and efficiency of bookings made following established Company procedures – Working Instruction: BGL-AD-WI-017.

b) Effective and timely communication and liaison with booking agents and staff/clients.

c) Accurately maintain spend spreadsheet.

To ensure you have a knowledge and understanding of Company policies and procedures, especially those relevant to your own position:

· Liaise with all staff to maintain accurate database of contacts – review annually.

· Accuracy and timeliness of data provided.

· Accuracy and timely preparation cards/calendars for mailing.

To be fully conversant with Microsoft Office applications and any other software packages the company utilise, to enable you to provide the appropriate level of support to allocated staff. Ensuring all systems are operated in accordance with established procedures:

· Efficiency and knowledge of systems operated.

· Timeliness, quality and presentation of all documents produced.

· Maintain shared databases, paper and electronic filing systems.

· Application of Corporate Style Manual / Office Companion.

Ensure high standards of efficiency and service and provided by constantly reviewing working methods/office procedures:

a) Ability to assess needs, suggest, liaise and action.

b) Attendance and quality of contribution at admin meetings.

c) Quality of team participation.

KEY PERFORMANCE INDICATORS

Achieve an overall “good or above” response in the Annual Group Admin Team Survey.

Accuracy of all records associated with Reception, including Guidance Notes and Manuals.

Accuracy of budget projections and maintenance of associated spreadsheets as outlined in job description.

TECHNICAL SKILLS / KNOWLEDGE / EDUCATION REQUIRED

Ideally educated to a high standard with a minimum of 5 GCSEs at grade C or above including English. Experience of working on a busy switchboard. Will have an excellent level of computer literacy in Microsoft Office: Word, Outlook, Excel and MS Teams are essential.

WORKING ENVIRONMENT

Head Office function, will be the first point of contact for all internal and external stakeholders.

CONTACTS

Will be the first point of contact for all external and internal stakeholders. Will provide assistance to the organisers of external meetings. Attendance at community exhibitions may also be required in support of projects.

PERSONAL QUALITIES

Excellent communication and interpersonal skills

Professional

Organised

Systematic in approach: efficiently tackles challenges in an orderly, logical way

Team Player

Flexible

Proactive

Diplomatic

Confidential

Ability to multitask, hitting key deadlines as required

Ability to manage conflicting priorities in order to manage workflow without loss of composure, remaining calm under pressure

CORE COMPETENCIES

Communication

Problem solving

Accuracy

Good judgement

Discretion

IMPORTANT DATES

The deadline for applications is Friday 29 April 2022. Interview process comprises of first and second stage interview, both of which will be face-to-face at our Head Office.

To apply, please send a CV and covering letter detailing your relevant experience to: [email protected] For further information contact The Banks Group Human Resources Department on 0191 378 6100.

The Banks Group is committed to equality of opportunity.

Company: Banks Group

Vacancy Type: Full-time

Job Location: Durham, England, United Kingdom

Application Deadline: N/A

Apply Here

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