Assistant Receptionist

Salary: £ Competitive
Hours of work: 20 hours per week
Pattern of work: 10 am to 2 pm, Monday to Friday
Location: Newcastle City Centre

UNW is looking to recruit an enthusiastic Assistant Receptionist to work with its Senior Receptionist as part of its front-of-house team. The successful applicant will ideally have experience of working on a busy reception and general office administration. The role will be varied and the successful candidate will need to be confident undertaking a range of duties including switchboard, greeting clients, housekeeping tasks and managing deliveries and post.

This is a new role and is required due to the continued growth of the firm and the associated increase in both client and internal meetings.

The successful candidate will be a good team player, motivated, comfortable in a professional services environment and be very personable. They will also be skilled at keeping calm under pressure and be able to multi-task.

You will report directly to UNW’s Senior Receptionist and be part of the firm’s Central team which supports almost 200 colleagues within this successful and fast-growing professional services firm.

Main duties and responsibilities

Reception & meeting room duties

  • Greeting clients who are attending our offices for meetings;
  • Handling calls on the switchboard;
  • Ensuring meeting rooms are maintained to a high standard during the working day;
  • Providing lunch cover for the Senior Receptionist;
  • Providing part of the holiday cover for the Senior Receptionist;
  • Setting up and clearing down meeting rooms for all internal and external meetings – sizes ranging from 2 to 50 people;
  • Ordering lunches and other catering from external caterers;
  • General office housekeeping including preparing teas/coffees for visitors, loading and unloading dishwashers and maintenance of coffee machines;
  • Working with Citygate Reception desk to manage UNW office passes/swipe cards.

General office administration

  • Managing daily incoming post, scanning/copying documents and getting quotes for maintenance works;
  • Accepting (and recording) all deliveries for UNW;
  • Assist the Receptionist and other members of the firm’s support teams with any ad-hoc duties for example, helping a departmental secretary who may be printing 200 copies of a document.

The person

  • No formal qualifications are essential for this role, however, the successful candidate will have a proven track record undertaking reception work and will have attained a good all-round standard of education. They will also need to be confident using the Microsoft suite of products including Outlook, Excel and Word;
  • You’ll need to be a team player and work closely with the UNW Receptionist and other members of the firm’s support teams;
  • Candidates should have good interpersonal skills and have a professional manner to carry out the various duties, providing excellent service to both clients and the internal UNW team. This contributes to an excellent visitor/team member experience which we are proud to provide;
  • You will partly work under direction (from the Senior Receptionist) and will also use your own initiative. You’ll need to be proactive and anticipate how a day at UNW might unfold – client meetings, internal bookings, catering needs etc;
  • The UNW Reception and meeting room suite can be very busy, with back to back meetings all day. You will need to be comfortable with sometimes working under time pressure and staying calm in a busy environment;
  • Having a “can do” attitude and be willing to take on a range of duties will really help with this role;
  • UNW is a professional services organisation and good communication skills are essential for engaging with clients, other professionals and fellow team members;
  • The role will involve some use of a laptop and e-mail, plus weekly timesheet recording. Training will be given if needed.

If you think that you have the experience and skills that we are looking for, please email recruitment@unw.co.uk to start a conversation.

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