Job Description

Receptionist & Administrative Assistant

Job Role Specification (UK)

Job Title:

Receptionist & Administrative Assistant

Job Purpose:

To act as the first point of contact for visitors, customers, and callers while providing efficient administrative support to ensure smooth day-to-day office operations. The role combines front-desk duties with a variety of clerical and organisational tasks.

Key Duties & Responsibilities

Reception Duties

Greet visitors professionally and courteously, ensuring they sign in and follow building procedures. Manage telephone switchboard: answer calls, direct them to appropriate staff, and take accurate messages. Handle incoming emails and general enquiries efficiently. Maintain a clean, organised, and welcoming reception area. Issue visitor badges, manage appointment schedules, and notify staff of arrivals. Deal with deliveries, couriers, and incoming mail.

Administrative Support Duties

Perform general office tasks such as filing, scanning, photocopying, and data entry. Maintain office records, databases, and electronic filing systems. Schedule meetings, book rooms, and assist with diary management. Prepare documents, letters, reports, and forms as required. Support ordering of office supplies and maintain stock control. Assist with onboarding tasks for new staff (e.g., issuing passes, preparing induction packs). Help update spreadsheets, logs, and internal systems.

Customer Service & Communication

Provide helpful information to staff, clients, visitors, and callers. Handle complaints or queries professionally and escalate when needed. Maintain confidentiality and handle sensitive information appropriately. Represent the organisation with a positive and professional attitude.

Office Coordination

Support health & safety procedures (e.g., visitor records, evacuation lists). Help arrange travel bookings, catering orders, or event setup if required. Assist in organising documents for audits or compliance checks. Coordinate with other departments to ensure smooth workflow.

Skills & Competencies

Strong communication and interpersonal skills. Professional telephone manner. Good organisational and time-management abilities. Accurate data entry and attention to detail. Competent using Microsoft Office (Word, Excel, Outlook) and office management software. Ability to multitask and prioritise workloads. Problem-solving approach and ability to remain calm under pressure.

Qualifications & Requirements

Essential:

Basic IT and administrative skills. Good literacy and numeracy. Professional appearance and manner.

Desirable:

Experience in reception, customer service, or office administration. Knowledge of office management systems or switchboard systems. First aid or health & safety training
(advantageous).

Experience

Previous front-of-house or administrative experience preferred but not always essential. Experience working in busy office environments or customer-facing roles beneficial.

Personal Attributes

Friendly, approachable, and well-presented. Reliable and punctual. Discreet and trustworthy with confidential information. Proactive, flexible, and willing to assist colleagues. Positive attitude and commitment to customer service excellence.

Package

Meets minimum wage on 39 hours a week

Telephone access to employee assistance scheme

Pension

Paid holidays per annum

Ongoing training

Job Type: Full-time

Pay: 12.21-13.00 per hour

Expected hours: 39 per week

Benefits:

Company pension Free parking On-site parking
Work Location: In person

Application deadline: 06/02/2026
Expected start date: 02/03/2026