Job Details
Duties are: to manage the Reception area, taking responsibility for day to day issues arising, providing the first point of contact for all enquiries to the Service and when identified ensuring any complex issues are referred to line manager.
- To be responsible for providing a switchboard service to customers ensuring that all calls are directed correctly, taking messages where appropriate. If customers requirement does not fulfil the departmental criteria to refer to the appropriate organisation. To ascertain if the Customer requires a service from the Department, and to divert to other organization’s as appropriate. In doing so the receptionist shall have a comprehensive knowledge of the Department’s and other agencies core business.
- To be responsible for greeting and dealing with visitors to Reception in a caring and professional manner. To be responsible for the security of the Reception and waiting areas, ensuring that the building is open, closed and secure at the appropriate times. To ensure entry to authorised persons only, checking ID as necessary.
- To be responsible for ensuring that colleagues, partners and customers attending meetings are directed to the correct rooms, ensuring confidentiality at all times.
- To be responsible for training relief staff in Reception duties and procedures, ensuring that relief receptionist are kept up to date on any new procedures or policies.
- To deal with incoming/outgoing post and fax messages, both internal and external.
- To co-ordinate room bookings.
- To assist in organizing and help facilitate events at Independent Living Schemes.
- To be responsible for calling the emergency services and taking roll call in an emergency situation.
- To be responsible for ensuring Alarm and Security checks are undertaken as required.
