Temporary Receptionist/Administrator in Norwich, Norfolk

Temporary Receptionist/Administrator

Our client, a manufacturing company based in Bowthorpe, Norwich are currently seeking a Temporary receptionist to join their team.

This will be a 2-4 week temporary assignment to cover leave in the team. The successful candidate should be available for an immediate start.

Hours: 8:30 – 17:00 Monday - Friday

Knowledge, Skills & Experience:

• Demonstrable experience of working in a similar role
• Working on a switchboard
• Basic clerical and office duties
• Basic level Microsoft Word and Excel
• Excellent telephone manner

Key Duties and Responsibilities

• Answering incoming calls to the switchboard (internal and external) and redirecting them to the appropriate person, taking messages and forwarding to the appropriate person on the phone.
• Answering general queries from visitors and staff.
• Greeting all visitors and ensuring they are signed in correctly, either as a Visitor or a Contractor.
• Ensuring all Visitors are handed to the relevant member of Staff and not left in Reception unattended. 
• If completing a BRC Health declaration form, ensuring they have had access to the relevant BRC PPE and Personal Hygiene policies, scanning the form and filing hard copy for Audit purposes.
• Checking the Unsupervised Visitor register to see if new or current form to be completed or updated.
• Ensuring all Contractors are signed in by a member of staff authorised to complete a Permit to Work form and assisting where required.
• Regular Visitors/Contractors – ones that do not require a Permit to Work, ensure their unsupervised visitor form is up to date by checking Unsupervised Visitor register.
• Providing support, including desk bookings, taxis and local knowledge for overseas staff.
• Enrolling Visitors, Contractors or new staff members onto the TMS fingerprint system.
• Ensuring that stocks of stationery (including paper) are kept at adequate levels, obtaining competitive prices from our suppliers, ordering as required and raising a purchase order.
• Booking meeting rooms for staff members and assisting with amendments, bookings and cancellations.Ensuring meeting rooms are clean and ready for Visitors meetings and training days, the fridge is stocked up and providing refreshments and assisting with Lunch where required.
• Staff postage – recording cash payments received, ensuring postage money sent to Finance each month, along with correct form.
• Ensuring the franking machine is checked for updates and funds are topped up as required.
• In the event of an emergency collecting and assisting with the Fire roll call and ensuring the
• Visitor and Contractor books are given to a member of the Fire Warden Team in compliance with Fire Emergency procedures.
• Emailing Statements on behalf of Accounts Receivable, editing PDF document, saving as individual customer statements, emailing and saving in relevant file.
• Invoices and Statements (Master copies) – ensuring the spreadsheets for email addresses are kept up to date and available if required.
• Ensure the black Reception folder is kept up to date.
• Raising Purchase orders for stationary as required.
• Raising Requisition orders for Consumables and PPE for the EHS team.
• Undertaking the work wear orders for Norwich and ROW. Distributing work wear to Norwich staff and organising overseas postage.
• Facilitate and administer pool car bookings and provide cover for Hire vehicles.
• Keyholder and administrator for Portakabin Key, Main key box, Keyholder for staff Lockers
• To undertake any other reasonable duties as directed by the HR Manager or Director.

For further details regarding this exciting opportunity please forward a copy of your CV today!

Todd Hayes Ltd is an equal opportunities employer. Due to the large number of applications we receive I’m afraid we are unable to respond to everyone individually however your details will remain on file should another suitable opportunity become available moving forward.

If we can take your application further, we will of course be in touch.

Todd Hayes is acting as an Employment Business in relation to this vacancy.

Todd Hayes Ltd