Front of house receptionist

Job title: Front of house receptionist

Department:  Central services

Reporting to:  Central services manager

Location:  Cardiff

Job purpose 

To provide a bilingual professional and efficient reception and switchboard service to the Development Bank of Wales and its visitors.

Main Duties and Responsibilities:

• Ensure guests and visitors to the Cardiff office are greeted in a professional manner offering a high degree of customer service to the front of house operation.

• Sign in visitors and contractors in line with health and safety and security requirements; liaise with building landlords where necessary to ensure smooth entrance to the Development Bank.

• Co-ordinate meeting room bookings using the room booking software and support the business in the use of the software.

• Preparing meetings rooms to include moving office equipment.

• Organise refreshments and book catering in line with requirements.

• Provide an efficient and customer focused switchboard and messaging service for the Development Bank.

• Ensure sufficient stocks are ordered and supplies and technical kit are checked on a regular basis.
• Ensure the general tidiness of the reception area, meeting rooms and kitchen.
• Provide technical support for telephone conferencing and AV equipment in the meeting rooms.

• Provide support in organising meetings and events for both Development Bank and its external contacts.

• Deal with incoming and outgoing post/deliveries and postal records.
• Co-ordinate the receipt and dispatch of courier services.
• Issue staff and visitor fobs in line with procedures, ensuring records are kept up to date.

• Provide regular feedback to the Central services manager regarding reception standards and issues.
• Provide general administraion support to the Central Services Manager and Central services team.
• Any other task as may be defined by the Central services manager to meet the operational needs of the department.

Knowledge, Skills, Abilities and Experience

Essential 

• Good verbal and written skills in both Welsh and English
• Able to focus on customer needs and deliver to an exceptional standard

• Excellent administrative and organisational skills

• Excellent communication skills
• Must be able to work as part of a small team but also on own initiative
• Able to prioritise and work under pressure

• Experience of dealing with people both in person and over the telephone
• At least one year’s experience of working in a busy reception area
• Experience of using simple databases or compiling data on excel spreadsheets
• GCSE/ NVQ level including English and Maths or equivalent qualification or relevant experience within a receptionist/office environment

Knowledge, Skills, Abilities and Experience

Desirable 

• Awareness of  the Development Bank.

• Experience of operating a switch board in a medium sized organisation.

• Trained in handling difficult customers/situations.

• Having a flexible approach to working hours.
• IT literate to include the use of Word, Excel, SharePoint.