Receptionist / Administrator (UK) PART TIME

at  Treatt

Job title: Receptionist / Administrator (Part time)
Reporting to: Site Services Team Leader
Location: Bury St. Edmunds, Suffolk
Hours: 24 hours per week (Wednesday, Thursday and Friday)

WHAT YOU’LL BE DOING

The responsibilities of this role include but are not limited to:

• Answering switchboard, transferring calls or taking messages as appropriate. Managing the Reception and Enquiries Outlook inboxes, actioning where necessary, whilst being mindful of cyber security.
• Signing in visitors/contractors and ensuring the H&S Forms are correctly completed, issue PPE if required, and contacting the relevant host to let them know the visitor/contractor is on site.
• Issuing access cards and maintaining the electronic system.
• Maintaining stock of PPE for Reception, sorting used PPE when returned, and cleaning safety specs for re-use.
• Assisting the Engineering team and H&S team with Permit to Works and liaising with Contractors as instructed.
• Receiving incoming post and deliveries, sorting and distributing throughout the business. Franking outgoing post ensuring that the post is successfully collected on a daily basis.
• Scan and electronically file the completed H&S forms, ensuring that the Reception computer files are organised and up to date to provide continuity.
• General Housekeeping throughout the Reception area ensuring it is presentable and tidy and H&S requirements are being adhered to. Liaising with the cleaning team if any ad hoc cleaning it required.
• Assist staff with maintenance and cleaning issues by passing on messages to the cleaning team or Site Services.
• Place cleaning stock, stationery, coffee/tea orders following the PO/Invoice process ensuring the spend falls within the allocated budget.
• Flexibility to provide holiday and absence cover for the Administrator Receptionist team with support from the Receptionist Cover team within other departments of the business.
• Where required assisting the People Team and the Occupational Health Nurse with on-the-day support of Occupational Health appointment attendance.
• Assisting the People Team and Site Services with the welcome for New Starters on their first day. Ensuring access cards and lockers keys (if applicable) are ready to be issued. If work wear is required for the role, liaising with the Site Services Team Leader (Soft Services) to ensure uniform has been prepared.
• Where possible assisting with the distribution of PPE as required by the H&S team.
• Providing ad hoc admin support to other departments as and when agreed, such as scanning documents.
• Liaising with the caterers regarding ‘The Hub’ hospitality bookings and emailing the catering company completed hospitality booking forms that Reception receives ensuring they are acknowledged, and the catering team are aware of the requirements. Liaising with the Site Services Team leader (Soft Services) with regards to any feedback regarding the catering contract.
• Perform such other tasks as are consistent with the General Description which may be subject to change from time to time.

If you have a genuine passion for what you do and want to work in an environment that celebrates progress, teamwork and dedication, you’re what we’re after.

• 5 GCSEs or equivalent to Grade C (4) or above (including English and Maths)
• A minimum of 12 months working in a customer facing role
• Strong organisational skills with the ability to take initiative, be proactive, and manage changing priorities
• Great interpersonal and relationship skills
• Discretion and confidential strengths
• You will have excellent communication skills, spoken and written
• Excellent attention to detail, friendly and helpful nature
• Proven ability to prioritise workloads and meet tight deadlines
• Proven ability to work on own initiative
• Strong PC Literacy including Microsoft Office
• Ownership mentality with the aptitude to work independently
• Curiosity, drive and determination to make continuous improvement