The Rochester Bridge Trust is seeking a friendly, professional and highly organised Receptionist to be the welcoming face of our historic organisation.

Based at our main office and working part time on Mondays and Tuesdays, this role is ideal for someone who takes pride in creating a positive first impression, thrives in a varied front-of-house environment, and enjoys supporting a close-knit administrative team.

As the first point of contact for visitors, callers and partners, you will play a vital role in ensuring the smooth day-to-day running of the Trust's offices while upholding the high standards and values we are known for.

MAIN PURPOSE OF JOB

• To serve as the first point of contact for visitors to the Trust's premises and as the courteous voice of the organisation in all matters of front-office communication
• To be responsible for the booking of meeting rooms and parking spaces

POSITION IN ORGANISATION

• Reports to the Head of Information & People
• Part of the Trust's administration team, providing administration and office support when required

SCOPE OF JOB

Reception & Visitor Management                                                   

• To receive and welcome visitors and brief them on emergency evacuation procedures
• To ensure that cover for reception is arranged and confirmed for any periods of absence
• To attend to incoming telephone calls in a polite and composed manner, redirect as appropriate or take accurate messages and relay them promptly
• To maintain the Visitor Management System and staff Signing-In board and ensure all visitors and staff are recorded and checked out of the premises
• To manage the booking and use of meeting rooms, delivery bay and parking spaces including issue QR codes to visitors and notification to the Cathedral of registration numbers for approve vehicles
• To prepare a monthly schedule of meeting room use for Cathedral invoicing purposes
• To ensure data on travel and delivery arrangements is collected for monitoring of carbon footprint
• To liaise with the Operations Team regarding bookings for the Bridge Chamber meeting rooms
• To be a Fire Marshall and First Aider
• To manage the Accident Book and ensure any accidents, near misses or health and safety concerns are reported to the Bridge Clerk promptly

Office Presentation                                                                         

• To ensure the reception area and car park and Ground Floor common areas of the building are presented to the required standard, and any issues are reported to the Operations Team
• To open the garden door every morning
• To ensure Ground Floor WCs are presented to the required standard and stocked with consumables throughout the day
• To move cones out of parking bays at the start of each day and return them at the end of the day
• To collect items of crockery and cutlery from offices at the end of each day, load and turn on the dishwasher

Post and Deliveries                                                                         

• To handle with accuracy and care incoming and outgoing correspondence including post, couriers and hand deliveries, and notify the relevant staff
• To organise mailings, including the use of the franking machine

Clerical and administrative support                                               

• Perform such additional clerical or administrative tasks as may from time to time be required, including copying, collating and binding of documents
• To liaise with suppliers as required

Other

To undertake any such duties as necessary and directed to support the delivery of the Trust's work

DIMENSIONS & LIMITS OF AUTHORITY

Can place orders for routine purchases connected with the administration of the Trust within the terms of the Scheme of Financial Delegation (Officers) and the Procurement Policy.

QUALIFICATIONS

• Good standard of general education essential
• GCSE English Grade C/5 or equivalent essential
• Office Health and Safety and Fire Marshall qualification essential (training will be provided

EXPERIENCE & SKILLS

• Excellent attention to detail essential
• Excellent command of spoken English, with clear and courteous communication skills
• Competence in Microsoft Office and the use of standard office equipment
• High standards of personal presentation, integrity and discretion

To apply please attach your CV to the link provided.