Receptionist, Administrative​/Clerical

Job Description

This is an opportunity to join Ascot Group - one of the world’s preeminent specialty risk underwriting organizations.

This is an opportunity to join Ascot Group - one of the world’s preeminent specialty risk underwriting organizations. Designed as a modern-era company operating through an ecosystem of interconnected global operating platforms, we’re bound by a common mission and purpose:
One Ascot. Our greatest strength is a talented team who flourish in a collaborative, inclusive, and entrepreneurial culture, steeped in underwriting excellence, integrity, and a passion to find a better way,

The Ascot Way guides our people and our organization. Our underwriting platforms collaborate to find creative ways to deploy our capital in a true cross-product and cross-platform approach. These platforms work as one, deploying our capital creatively through our unique Fusion Model:
Client Centric, Risk Centric, Technology Centric.

Built to be resilient, Ascot maximizes client financial security while delivering bespoke products and world class service — both pre- and post-claims. Ascot exists to solve for our clients’ brightest tomorrow, through agility, collaboration, resilience, and discipline.

To deliver a first-class front of house service in conjunction with the other receptionists, including providing comprehensive administration support.

The Receptionist is responsible in the first instance to the Reception Supervisor, with overall reporting in relation to the proper performance of his/her duties being the responsibility of the Head of Facilities.

Normal working hours are 13:00 to 18:00, Monday to Friday. The reception closes at 4pm on Fridays, so from 4pm to 6pm on Fridays all e-mails and phone calls will need to be handled remotely. During the contracted 50 days holiday cover, working hours will be 08:00 to 18:00 (with a one hour lunch break) or 08.30 to 18.00 depending on the receptionist to be covered.

• Day to day running of the reception desk.
• To work in conjunction with other receptionists to ensure that reception desk is to be manned between the hours of 08:00 and 18:00
• Meet and greet all visitors offering a highly professional service at all times.
• Manage all incoming telephone calls.
• Ensure all calls are transferred with minimum delay.
• Pass accurate and timely messages to individuals.

• On arrival at 1pm, the afternoon receptionist is required to check all meeting rooms are clear and tidy and are returned to a presentable state. They are also required to check the diary for any upcoming meetings that require refreshments and set-up the rooms accordingly.
• Arrange refreshments and allocate rooms for ad-hoc visitors.
• Arrange in-house lunches.
• Manage diary for all meeting rooms and ensure visitors passes are pre-ordered via building management system as far as practicable.
• To notice guests leaving and/or meetings ending and ensure the relevant meeting room is cleared and tidied promptly. All items are to be tidied away and not left sitting in the kitchen.
• Maintain an open dialogue with the IT Service Desk and notify them of all meetings requiring 'white glove' treatment.

• Assist with business travel. Training will be required.
• Arrange external lunches when requested.
• Collation and submission of petty cash on a monthly basis.
• Arrange couriers / taxis.
• Monitor supplies of business cards, placing orders when necessary.

• Ensure that supplies of stationery and refreshments are maintained.
• Ensure the reception kitchen and storage areas are kept tidy and all food/drink deliveries are put away in a timely manner.
• Ensure the storeroom fridges are…