Buildings Administrator/receptionist Temporary

37.5 hours per week.

Pay rate: £13.00 - £14.00 per hour.

Exeter

Act as the first point of contact for the ICB reception by phone, email and face-to-face, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders and appropriate team members sensitively and autonomously, referring to others as appropriate.

To "meet and greet" visitors to the office, ensuring that staff are quickly informed when their visitors arrive and that visitors are shown to meeting rooms as required.

Managing switchboard telephone calls and directing these appropriately; using own initiative to deal with phone calls and messages

Undertaking administrative duties such as photocopying, and sorting and prioritising all incoming mail and e-mail, distributing as appropriate.

Managing the electronic diary for the meeting rooms, prioritising these as appropriate; prepare, service and reconfigure meeting rooms.

Managing and coordinating event and theatre space including scheduling and handling payments

Management of visitor parking, resolving any problems in a calm and efficient manner.

Issuing of ID access cards to staff.

Co-ordinating starters and leavers within the organisation, ensuring access cards are returned.

Using initiative and contributing to the development of office reception process.

Ensure that general office supply levels and the stationery store cupboard are maintained. In particular, ordering stationery and meeting room supplies as required. Keeping the stationery store cupboard neat and tidy.

Organising reception cover as necessary. Promote the image of reception, checking that notices and leaflets are up to date and well presented.

Coordination of the health and safety of the sites by undertaking workplace assessments, risk assessments and training. You will be the main point of contact and the authorised person for health and safety in relation to the offices on site and able to progress health and safety issues in the workplace.

Providing support to a range of department initiatives.

Assisting in organising and planning events as necessary, including any supporting information material.

Working together with administrators/PAs within the organisation to provide an effective network of communication including dealing with visitors to the site and being flexible to cover other administrators’ general duties on the site.

Co-ordination of risk assessments, reports, and other information as appropriate for feedback to appointed stakeholder.

Acting as the focal point for routine maintenance issues, including equipment breakdowns, ensuring these are rapidly escalated to line management. Management and coordination of contractors and controlling contractors on site as necessary. Ensuring safety inspections and relevant records are maintained for the premises.