Job Description

Receptionist & Engagement Assistant
Your Mission
Our gorgeous UK and Ireland head office is based in Central London, Aldwych. It is home to all our central support functions across Marketing, PR, Finance and HR, the team which this role sits within.
Reporting into the Office and Facilities Manager, this role is more than your typical receptionist position. It is crucial in supporting the day to day office activities, from team socials, employee events and product deliveries - no day is ever the same.
This position is responsible for all receptionist duties, you are the face and welcoming committee for every guest, employee and visitor who frequents our offices. You are central to cultivating a warm environment for whoever walks through the doors and creating a fabulous experience during their time with us. What's more, you are in charge of overseeing and creating inspiring socials in the office, we invite you to hone your creative ingenuity through facilitating key employee moments.
There will be some parts of the role which are to be expected, such as keeping the office facilities stocked up, the meeting rooms clear and arranged, and day to day office administration. However we believe this role offers someone an incredibly exciting opportunity to flex their project management side by stepping into the world of employee engagement.
If you are an aspiring employee advocate, someone who is looking for their first step into the corporate world and are full of ideas whilst excelling at organisation and coordination - we want to hear from you!
Key Responsibilities

• Reception & Office Administration - 60% of role

• Manage all front of house services, answer the main switchboard and act as a first point of contact for employees and visitors to the office based on reception
• Oversee the meeting room space within the office, manage the booking system, assist with keeping rooms tidy and liaise with IT to ensure equipment is in full working order
• Hosting new starter office tours and inductions as part of their onboarding experience
• Manage building access passes and visitor booking system through the building management team
• Manage inbound deliveries, taking ownership of the post room and ensuring that deliveries are collected by relevant teams in a timely manner
• Manage sourcing and purchasing of catering, milk, fruit, stationery and postal/franking machine supplies in line with company budgets; work with the Office Manager to monitor and negotiate favourable prices
• Organise lunches for internal and external meetings including Thursday lunch for all staff
• Oversee maintenance and servicing of office equipment including Nespresso machine, Britta taps & franking machine, reporting faults and arranging call-outs when required
• Assist in raising and receipting PO's for office expenses
• Keep an eye on our office health and safety tools including comms and first aid kits up to date / organised as well as fire extinguishers in good health
• Supporting any office audit activities

• Internal Communications 10% of role

• Support our HR Team with posting regular engagement updates on our Linkedin Page for Shiseido UKI
• Owner of our internal communication email inbox - coordinating regular internal comms as directed by our internal comms calendar (New Starter Welcomes & Monthly HR Newsletter)
• Supporting the HR team with Employer events such as careers fairs and external branding moments
• Employee Engagement 25% of role

• Generate and facilitate ideas for key office socials, team engagement activities and key major events.
• Specifically, you will oversee monthly socials including our office social calendar as well as the annual key events (Kick Off / Summer Conference / Christmas Parties)
• Support the overall HR team with contributing too our internal engagement forums. Bringing them to life, keeping people up to date with recent activity and driving advocacy forward proactively

• Other 5%

• Support ad hoc office requests by the wider office and leadership team

Skills we think would be great for this role...

• Think Big - Someone who has a lot of ideas and needs a place to implement them! We love creativity and out of the box thinking, proactivity and taking ownership of coming up with new and exciting activities for our teams.
• Hands on - Strong communication and relationship-building skills
• Take Risks - Experience in a fast-paced environment will allow you to thrive here!
• Be Accountable This role is based in the office 5 days a week - unfortunately we cannot offer flexible working due to the receptionist duties so please consider this in your application.

• Applaud Success - Exceptional organisation and problem-solving skills with a can-do attitude
• Collaborate - A flexible nature and a willingness to step outside of job role to help other teams when required

• Be Open - A warm, friendly and calm nature - able to deal with difficult clients or visitors
• Act with Integrity - Ability to prioritise competing deadlines and work without close supervision
• Excellent Microsoft Office skills (Word, Excel, PowerPoint, Outlook)

The benefits you'll love...

• 26 days holiday + bank holidays + your birthday day off
• Holiday buy - up to 5 days
• Day off when you get married or move house
• Generous contributory pension scheme - match up to 8%
• Annual performance related bonus
• Private medical insurance with Vitality
• Enhanced parental allowance
• Generous product allocation & discount
• Life Assurance up to x4 your salary
• Wellbeing programmes
• Annual performance and development reviews so you know your career is going in the right direction

We are committed to fostering an inclusive and diverse workplace where all employees feel valued, respected, and empowered. We believe that a diverse workforce enhances our creativity, innovation, and overall success.
We welcome applications from individuals of all backgrounds, regardless of race, ethnicity, gender, age, sexual orientation, disability or religion and are proud to promote a culture which supports and appreciates people from all backgrounds. We are always open to flexible working, part time arrangements and any adjustments which you might need to get the best experience whilst at work.
We are dedicated to providing equal employment opportunities and ensuring that our hiring practices reflect our commitment to diversity and inclusion.
We are proud to be recognised as a disability confident employer and have a number of internal employee forums which promote advocacy for our teams. If you need any support or adjustments during your application, please get in touch with us and we will be happy to support you.
Once you have applied for the role, our in house recruitment team will screen your CV. We will do our best to get back to all candidates who apply, however in some cases it may not be possible due to the high volume of applications. If you have not heard back from us within 30 days of your application, unfortunately this may be you have not been successful on this occasion.
If your CV is shortlisted, then you will be contacted by our recruitment team. They will arrange a pre-screening call, to explore your motivation, suitability and role expectations. After the pre-screen, your application will be reviewed by the hiring manager. Successful applicants will be invited to at least 1 interview. Preferably, we would like to meet you in person and give you the opportunity to test your commute as well as see your potential place of work! In some cases, we may invite you to an assessment centre or to present your ideas in the form of a business presentation.
Please note: If you do not have the right to work in the UK and would require sponsorship for this role then you must ensure you meet UKVI requirements for the position which may include having a degree level qualification. Please reach out if you need further information on this and whether we offer sponsorship.
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Skills Required