Reception Administrator Job Description

Reception

• Distribute Mail.
• Checking the diary first thing and regularly throughout the day to be aware of appointments.
• Greeting candidates and instructing them on the completion of registration forms, providing refreshments and showing candidates to interview rooms as appropriate and clearing the room afterwards.
• Greeting clients in a professional and pleasant manner, showing clients to interview rooms as required, providing refreshments and clearing the room afterwards.
• Ensuring the reception area and interview rooms are kept in an orderly fashion (removing used cups as soon as possible, tidy magazines etc.) and material is secure / confidential where necessary.
• Proactivity – Setting up for meetings and lunches, etc. e.g. ensuring the room is ready and that the food, drinks are ordered and in place with appropriate crockery / cutlery etc. and checking that the room is cleared afterwards.

CV and Candidate Administration

• Entering registration forms details onto Influence database. Updating candidate and client files accordingly.
• Confirming candidate’s professional qualifications (CIMA, ICAS, ACCA, CIPD, etc) and noting on Influence.
• Typing – CVs, letters, job descriptions to deadlines as advised, ensuring that there is consistency with regards to CV layout and quality.
• Ad-hoc references – obtaining, scanning and filing.
• Ad-hoc ID – obtaining, scanning and filing.
• Ensuring all ID to confirm work eligibility in the UK is logged on Influence.
• Managing and collating feedback.
• Completing client temp packs as directed by consultants.

General Administration

• Updating the company website and all external websites with new job specs and deleting old job specs as directed.
• Sending ‘CHAP’ emails to candidates ASAP as directed by Consultants.
• Responsible for all office facilities, including reception flowers, newspapers and replenishment of facilities stock such as toiletries, biscuits and refreshments.
• Managing birthday reminders.
• Responsible for ad-hoc deliveries and collections on behalf of the company.
• Responsible for any additional ad-hoc duties as directed by Consultants or Directors.
• Dealing accurately with all outgoing mail, enveloping, weighing and stamping accordingly. Marking client envelopes as Private & Confidential as advised. Dropping off mail to the postbox.
• Other ad-hoc duties as required.

Other

• Based at Albyn Place in Aberdeen City Centre.
• Competitive salary and benefits package.
• Permanent opportunity.
• Parking available.
• Working hours are 8.30am-5.30pm, Monday – Friday.