Reception and Facilities Administrator

Reference HQ00019312
Contract Type Temporary
Duration Initial 3 months
Location Northamptonshire
Job Type Full-time
Start Date ASAP
Hours per week 37
Rate £9.12 per hour

About the job:

We are seeking a Reception and Facilities Administrator with previous experience of an administrative/ customer service background. You will provide administrative support to all aspects of the provision of facilities services at the Council’s headquarters. You will be the first point of contact to the visitors, providing a warm welcome and connecting them with their host.

This is a temporary position for an initial three months with the potential to go permanent, subject to performance.

  • Receive visitors at the Reception Desk by warmly greeting them, announcing them to their host and ensuring their host collects them, in order to provide the highest level of visitor satisfaction.
  • Follow safety and access control procedures in order to maintain office security. Ensure that visitors and contractors sign-in to the appropriate logbook and are issued a Visitor or Contractor ID lanyard and are advised of any health and safety matters such as evacuation procedures.
  • To provide departmental administrative activities including, but not limited to, data inputting to SharePoint and other systems, raising ERP and e-Works orders, coordinating FOI requests, ordering train and other travel requisitions in order to ensure the smooth running of the department.
  • To administer the stationery supplies for the headquarters by ordering replacement stock and distributing it to users.
  • Coordinating departmental diaries and venues for important events and meetings.
  • To administer the Access Control System by adding, omitting and amending users to ensure access to all managed properties is properly controlled and regulated to approved personnel only.
  • To perform the role of Evacuation Controller during all emergency evacuations of the Council’s headquarters. To provide direction and coordination to the Fire Wardens during all evacuations and to be the point of contact for the emergency services that may attend.
  • To answer, screen and forward incoming phone calls. To sign-for and provide security for any mail or parcels arriving at the Reception.
  • To perform the role of the FM Helpdesk Advisor at times of high staff sickness or staff absence in order to maintain the continuity of reactive maintenance provision.
  • Educated to GCSE / NVQ Level 2 or equivalent
  • Proven administrative/ customer service experience
  • Working knowledge and understanding of the services provided by the Council
  • Accurately maintain a wide range of manual and computerised records/ management information systems, providing guidance to less experienced colleagues to meet service standards and support efficient service delivery
  • Appropriate level of data protection, security and confidentiality awareness
  • Holiday entitlement accrued while working
  • Pension contribution from employer
  • Flexible working hours
  • Opus candidates hear about jobs first
  • Opportunity to apply for permanent positions as an ‘internal candidate’
  • Consultants based on site within Angel Square
  • Gain experience to support permanent applications

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