Temporary Receptionist​/Administrator

Temporary Receptionist/Administrator Our client, a manufacturing company based in Bowthorpe, Norwich are currently seeking a Temporary receptionist to join their team. This will be a 2-4 week temporary assignment to cover leave in the team. The successful candidate should be available for an immediate start.

Hours:

8:30 – 17:00 Monday - Friday Knowledge,

Skills & Experience:

Good general standard of literacy and numeracy Demonstrable experience of working in a similar role Working on a switchboard Basic clerical and office duties Basic level Microsoft Word and Excel Excellent telephone manner Key Duties and Responsibilities Answering incoming calls to the switchboard (internal and external) and redirecting them to the appropriate person, taking messages and forwarding to the appropriate person on the phone, if not available using email or Teams.

Answering general queries from visitors and staff. Greeting all visitors and ensuring they are signed in correctly, either as a Visitor or a Contractor. Ensuring all Visitors are handed to the relevant member of Staff and not left in Reception unattended. If required, completing an Unsupervised Visitor Induction and ensuring the completed form is filed correctly. If completing a BRC Health declaration form, ensuring they have had access to the relevant BRC PPE and Personal Hygiene policies, scanning the form and filing hard copy for Audit purposes.

Checking the Unsupervised Visitor register to see if new or current form to be completed or updated. Ensuring all Contractors are signed in by a member of staff authorised to complete a Permit to Work form and assisting where required. Regular Visitors/Contractors – ones that do not require a Permit to Work, ensure their unsupervised visitor form is up to date by checking Unsupervised Visitor register.

Providing support, including desk bookings, taxis and local knowledge for overseas staff. Enrolling Visitors, Contractors or new staff members onto the TMS fingerprint system. Enrolling staff on the new Tensor fingerprint system, attending Teams meetings and helping deal with enquiries/problems. Ensuring that stocks of stationery (including paper) are kept at adequate levels, obtaining competitive prices from our suppliers, ordering as required and raising a purchase order.

Assisting EHS team in data gathering to support environmental objectives. Booking meeting rooms for staff members and assisting with amendments, bookings and cancellations. Ensuring meeting rooms are clean and ready for Visitors meetings and training days, the fridge is stocked up and providing refreshments and assisting with Lunch where required. Ensuring all outgoing post is correctly priced and distributed and ready for collection by Royal Mail.

Staff postage – recording cash payments received, ensuring postage money sent to Finance each month, along with correct form. Ensuring the franking machine is checked for updates and funds are topped up as required. In the event of an emergency collecting and assisting with the Fire roll call and ensuring the Visitor and Contractor books are given to a member of the Fire Warden Team in compliance with Fire Emergency procedures.

Receiving, monitoring and emailing Customer Service invoices, saving sent emails in the Customer Service ROW file, assisting with customer emails, and directing to the relevant department. Emailing Statements on behalf of Accounts Receivable, editing PDF document, saving as individual customer statements, emailing and saving in relevant file. Invoices and Statements (Master copies) – ensuring the spreadsheets for email addresses are kept up to date and available if required.

Communicate as appropriate regarding an affective handover of tasks as and when required…