Full time receptionist

Laleham Health and Beauty 

Receptionist job description

Division / Functional Team: HR Department

Reports To: Human Resources Advisor

Location: Alton – Office based role

Hours: Monday to Friday variable 37.5 hours

About the role:

Reporting to the Human Resources Advisor, the purpose of this post is to provide a ‘front of house’ reception function and administration support to the HR Department and wider Company. Often the first business contact to external visitors to the Company’s facility, providing a good, friendly, welcoming first impression is therefore paramount. This is an administration-based role, in a fast-paced manufacturing environment, which necessitates both flexibility and enthusiasm. The post involves basic documentation and administration and requires the post holder to be based at the reception workstation for the majority of the working day. Good clerical and organisational aptitude, accuracy and attention to detail are essential to this post.

Key Duties and Responsibilities Front of house duties

• Responsible for the opening and closing down of reception area and controlling access to reception for external visitors

• Meet and greet visitors to the Company in a friendly, courteous manner - creating a welcoming first impression

• Answer calls politely and efficiently via online telephone system; screen and transfer calls, take and relay messages as appropriate

• Maintain good communication with both internal staff and external visitors

• Deal efficiently with queries, including those from staff, visitors, and members of the public etc.

• Ensure the reception area is maintained to a high level of cleanliness and organisation, and making sure all post has been cleared away

• Administer and issue visitor and contractor passes and access cards as required

• Administer and file Permit to Work documentation for approved Company Contractors

• Responsible for visitor fire evacuation administration and ensuring visitors read the Health & Safety booklet when they arrive on site

• Administer health questionnaires to visitors, and escalating any issues that have been highlighted on the questionnaire (relevant department and/or Quality) Post

• Receive and sort all incoming post and communicate with staff, so that post is cleared from the reception area in a prompt manner

• Collate invoices received via post and scan to finance on a daily basis

• Organise all outgoing post either using the franking machine or external couriers and track via the logbooks

• Ensure all post is sent out in a timely manner, via the correct service and challenge departments to make sure they are choosing the most cost effective postal option Other Reception Responsibilities

• Organise travel and accommodation for staff and external visitors as required

• Over-seeing meeting room schedules and updating daily, including communicating with staff any meeting clashes

• Use of the tannoy system to communicate information and messages throughout the Company as required

• Overseeing website enquiries and directing the messages to the correct departments

• Be a member of the Events Committee and the Health and Safety Committee General Administration and HR Support

• Responsible for creating and processing new starter employee files and training files and updating relevant systems promptly

• Responsible for processing leaver files, archiving leaver training files and updating relevant systems promptly

• Updating company notice boards with relevant documents

• General administration duties including: word processing, document creation, photocopying/scanning, filing and data inputting tasks

• Responsible for helping administer the company recognition scheme

• Ensuring all documentation is accurately maintained and relevant information communicated as required

Skills/ Experience required.

• Ensuring a high level of respect for confidentiality and discretion

• Carry out other associated projects and duties as determined by the HR Advisor and provide some administration support for other departments as agreed with direct line manager

• Be available for weekend and out of hours work if and when the business dictates to include event support Person Specification:

• A confident people person able to communicate effectively with all levels of personnel – (essential)

• Able to work individually and maintain motivation to achieve day to day tasks and strive to improve processes and work efficiently – (essential)

• Ability to maintain a calm, courteous and professional demeanour at all times – (essential)

• Flexibility – ability to react and respond positively to changes in priority and workload – (essential)

• A curious nature and keen interest in the operations of the business Skills/Experience required.

• Excellent telephone manner and ability to communicate clearly and professionally at all levels of the business both internally and externally – (essential)

• Experience within a customer facing role / good customer service skills – (essential)

• Good clerical and organisational aptitude – (essential)

• Understanding of the necessity for confidentiality – (essential)

• Experience working within a FMCG environment – (desired but not essential)

• Ability to organise own workload and work proactively on own initiative

• Ability to multi-task and prioritise workload to meet departmental/customer requirements

• Ability to understand and follow verbal and written instructions

• Strong administration skills and good attention to detail

•Accurate with good attention to detail

• Good level of literacy and numeracy required

• Ability to use computerised information systems to input, retrieve and update all relevant data

• Candidates should be able to demonstrate that they are comfortable with computer systems. It is not considered relevant where that experience has been gained.

• Good knowledge of Microsoft Word, Microsoft Excel and Microsoft PowerPoint - A moderate understanding is essential NOTE: This Job Description is a guide only and is not exhaustive. Additional duties may be required as and when the needs of the business or position dictate. Training will be provided. It is not anticipated that applicants will have an in-depth knowledge of Health and Safety legislation or Good Manufacturing Practices (GMP), rather that they can identify potential risks in a working environment and conduct themselves in a safe working manner.

About Laleham and DCC plc:

Laleham Health and Beauty Ltd are part of the Healthcare division of DCC plc who are included in the FTSE 100 index. Laleham are a large manufacturing business, developing and producing Cosmetic, Nutritional, Pharma and Medical Device markets from three production sites and one logistics centre in the UK. Laleham work with a variety of blue-chip, high-street retailers and brand owners across masstige and premium markets producing globally marketed products. Our facilities operate 24/7 and our support functions work flexibly to provide a high level of service across the business. Our people bring an incredible set of skills, abilities, and interests to our businesses. At Laleham and DCC, we want our people to be happy, fulfilled, challenged – and working towards their individual career goals. Ours is a culture of continual learning and growth. We recognise that diversity makes us stronger, and we are committed to an inclusive culture in which all our people are given equal opportunities and are empowered to reach their potential. We want our people to bring their whole selves – all their passion, inspiration, integrity and uniqueness – into our workplaces each and every day. Our core values – Safety First, Quality Matters, Ecologic Always, Integrity, Partnership and Excellence - define who we are, what we stand for, and our ways of working. They guide how we work with our customers and each other and hold us accountable to do our best. Our purpose is to enable people and businesses to grow and progress by ensuring people are Being Heard, Being Valued and Being Developed. About the role: Reporting to the Human Resources Advisor, the purpose of this post is to provide a ‘front of house’ reception function and administration support to the HR Department and wider Company. Often the first business contact to external visitors to the Company’s facility, providing a good, friendly, welcoming first impression is therefore paramount. This is an administration-based role, in a fast paced manufacturing environment, which necessitates both flexibility and enthusiasm. The post involves basic documentation and administration and requires the post holder to be based at the reception workstation for the majority of the working day. Good clerical and organisational aptitude, accuracy and attention to detail are essential to this post.