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Receptionist/ Facilities Coordinator



£9.02 Per Hour


Temporary – Full Time



Public Sector

Company Description

We are proudly representing our public sector client based in Newcastle for their search for an Receptionist/ Facilities Coordinator. They now have an immediate requirement to recruit for a temporary assignment to start as soon as possible till July 2019. This position is part time based on 14.5 hours working Thursday and Fridays.

Job Specification

The Role

  • Provide a professional reception service and respond appropriately and effectively to the diverse range of enquiries ensuring a high level of customer care, and identify when it is appropriate to answer queries and when they should be referred to the relevant department or individual
  • Maintain the management of the reception area including allocation and security keys- to ensure an appropriate physical environment.
  • Manage the reception desk in liaison with professional support staff that are allocated reception duties; this will include training and monitoring the rota system as and when required.
  • Arrange the booking of taxis for visiting staff and liaise with the school finance team regarding the payment of invoices
  • Undertake general office duties including raising web requisitions, project requests and photocopying
  • Allocate committee/ meeting room booking as and when requested. To manage these rooms via electronic diary system that can be viewed by staff. To highlight any potential clashes of rooms with the facilities manager
  • Manage room layouts in liaison with building operatives as and when require
  • Liaise with appropriate individuals regarding events arrangements/ bookings. Organise portering requests as and when required
  • Liaise with the building’s computing technicians to ensure that all AV equipment is in working order and to report any defects/ issues to the computing technicians
  • Work with the facilities manager to monitor all problems/ defects across the building and liaise with estates to progress IPR  and repair defects. Liaise with furniture suppliers to obtain quotes for equipment and discuss with facilities manager before progressing
  • Under the direction of the facilities manager, update the estate document and liaise with the staff members, IT and telecoms to arrange accommodation moves
  • Liaise with security to report security issues and highlight these to the facilities manager when appropriate
  • To act as first line of contact for all mail, liaising with staff in the building and appropriate vendors to organise delivery and collection of packages and parcels
  • To action on behalf of the facilities manager the electronic stand-alone smartcard system for staff employed in the building and students. You will be responsible for updating housekeeping on this system on a regular basis and issuing guest cards when appropriate
  • Act as fire warden and first aider for the building undertaking the appropriate training. Liaise with the safety officer, facilities manager and safety staff with regards to health and safety issues
  • Ensure that notice boards are kept up to date and health and safety information is circulated as designated by the facilities manage
  • Act as committee secretary for committees as and when required
  • Helping with conference bookings

The Person

  • Able to commit every Thursday and Friday weekly
  • Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus work experience in a relevant role
  • Experience of working in a customer focused environment
  • Working knowledge of standard software packages e.g. Microsoft excel, work and outlook
  • Clear communication, both orally and in writing, with good interpersonal skills
  • Have good planning, organisational and numeracy skills
  • Have the ability to work quickly and accurately, both on your own and as part of a team
  • Ability to use initiative and implement new processes as and when required
  • Familiarity with work priorities and those of colleagues, able to combine attention to detail and thoroughness whilst still achieving deadlines
  • Ability to apply relevant health and safety and other policies and procedures
  •  Ability to work a reception shift pattern and exercise flexibility to cover for reception annual leave and absence  

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