Receptionist & Office Supervisor

Job Description

Job Title: Receptionist & Office Supervisor (3 month fixed term)

Location: Chesterfield, Derbyshire

Salary: Dependant on experience

This is a 3 month fixed term position

Who We Are

We’re one of the largest adult social care providers in the UK today – and we plan to keep growing and benefiting more lives.  Our support is dynamic, person-centred and fulfilling, so people can enjoy a flourishing life. We deliver care and support with energy, passion and positivity.

We're very proud to be recognised as one of the best organisations to work in by ‘The Sunday Times Best Places to Work 2024 & 2025'.

Our Values

Our values reflect us all and they’re at the heart of everything we do. They set out our culture, the way we behave and the way we do things.

Our colleagues are passionate, kind and resilient and they go the extra mile for the people we support and each other. We have this expectation of all of our colleagues. As a leader, you’ll embody our values in action and inspire and motivate your teams them to do the same.

Reception Duties

• Greeting visitors and team members in a friendly and professional manner, signing them in / supplying with visitor’s badges.
• Answer and direct phone calls, take messages, and provide information as needed.
• Manage the reception area, ensuring it's organised and presentable at all times.
• Dealing with post, incoming and outgoing, franking, arranging couriers.
• Managing the Reception and Business Support inboxes and redirect emails as appropriate.
• Dealing with deliveries and working with AECOM Reception to ensure that these are collected promptly.
• Setting up meeting facilities and refreshments for external visitors.
• Ordering buffet lunches.
• Book hotels for Senior Management when visiting head office for meetings.
• Booking parking spaces for visitors.
• Manage the internal phone directory ensuring that this is accurate and up to date for all regions and central operations.
• Handling staff parking permits / scratch cards.
• Booking meeting rooms at Head Office and our other sites.
  
  

Office Supervisor Duties

• Deputising for the Office Manager and assisting with the dealing with day to day running of head office.
• Reporting any issues that occur in Head Office to the relevant department, for example facilities and ensure that these are dealt with and any repairs completed.
• Monitor and replenish stationery, cleaning and kitchen supplies, working with our external vendors.
• Sending out all staff communications as directed by the Office Manager
• Maintenance of coffee machine, cleaning and flushing, refilling and ordering supplies
• Maintain and update the Royal Court seating plan
  
  

PA support to the Commercial Director

• Providing the Commercial Director with a full range of PA and administrative support
• Diary management
• Liaising with internal and external stakeholders
• Organising travel, accommodation and meeting room bookings
• Assisting with preparing reports and presentations
  
  

People Team Administration Support

• Programming entry fobs and updating records and ordering new car parking passes for new starters and returning them for leaving staff.
• Mailing out ID cards to new starters.
• Monitor the references inbox and provide support to HR with this when workloads allow
• Uploading personal documents onto the database.
• Assisting HR with checking new starters are booked for shadow shifts and contacting Managers to check emails being received.
• Working with the People Team on office wide events such as the new ‘Culture Club’, Christmas events, celebrations etc.
  
  

Our Support

We go beyond expectations for our colleagues as well as the people we support. Our reward package includes much more than pay, 25 days of annual leave + bank holidays and pension. Your birthday off with pay after a year of service and there is a £300 refer a friend scheme too!

In Addition, We Also Offer The Following

• Industry-leading recognition
• Social, financial and emotional wellbeing
• Training and development to reach your potential
  
  

If you’re ready for a job that can truly make a difference and you’re up for a challenge, then this is the role for you!

INDF