Receptionist - Part Time (Monday’s and Tuesday’s) 9 month FTC

About BII

British International Investment is the UK’s development finance institution, owned by the UK Government. With a mission to solve the biggest global development challenges, we aim to create a virtuous circle of investment and impact. Your contribution will be essential. 

It won’t be easy: we do the hardest work in the most complex markets. Be prepared to test your skills, get creative and say your piece as you take on high-profile work as part of a diverse team of exceptionally smart, passionate people. 

In return, you can take your career to all-new places in a culture that rewards curiosity and collaboration, and balances high performance with wellbeing.

BII at a glance

75 years supporting sustainable business growth in developing and emerging markets

£8.1 billion in net assets

1,400+ businesses invested in

950,000 workers in the businesses we support

£9 billion in new investments planned in the next 5 years

600+ people in our diverse global team

3 key development objectives: Productive | Sustainable | Inclusive

Team and role overview

BII require an additional part time receptionist to join the existing team consisting of two other receptionists and the head receptionist. Working alongside the team you will support the delivery of an efficient and effective reception service that prides itself on the quality of service they deliver and ensure that all callers and visitors are handled promptly and courteously in line with company procedures. You will be the initial voice and face of the company therefore you will need to be well presented, composed, have a clear and concise telephone manner and the ability to multitask whilst always staying proactive. This role requires a dynamic, collaborative, self-starting individual with a positive attitude and a strong work ethic, excellent communication skills, a down to earth nature whilst at the same time remaining professional.

Purpose

Following an expansion programme BII continues to grow in London and overseas.  We seek an experienced and well-presented Part Time Receptionist to manage the day-to-day operation of a busy reception ensuring it meets the evolving needs of BII’s external and internal clients.

Responsibilities

Reception

• Monitor the reception email replying to messages in a timely manner.
• Meeting and greeting of clients and colleagues in a professional and polished manner.
• Escorting clients to their meeting rooms and offering refreshments.
• Booking couriers
• Monitor incoming post and courier deliveries, the use of a franking machine and ensure outgoing post is ready to be picked up every afternoon.
• Liaising with building maintenance on any jobs that need to be done.
• Collect daily newspapers from building security in the mornings.
• Ensuring kitchen area is tidy and canteen stocks are adequate, restocking when necessary.
• Booking lunches online and setting up the meeting room for lunches.
• Assisting other support staff with ad hoc duties as necessary.

Switchboard

• Handle all incoming and outgoing calls in a warm, confident and polite manner.
• Where appropriate, ensure all callers are directed to the appropriate person or department.

Meeting Rooms

• Ensure the reservation of meeting rooms is performed via Outlook calendars and managed appropriately.
• Adjusting and rearranging meeting rooms as required to ensure maximum efficiency.
• Setting up meeting rooms to the required standard and clearing down when necessary, after meetings.
• Ordering lunches, preparation and set up in the meeting room.
• Responsible for making sure the reception and meeting room areas are always neat and tidy.
• Ensure the clocks are set correctly and meeting rooms are stocked up with stationery weekly.
• Assist with internal and external conferences, functions and events and occasional out of office hours events.

Security

• Using an in-house system, you will keep the security reception team for the building updated with details of any guests expected.
• Ensuring the staff swipe card database is accurate and kept up to date, notifying the building security team of any lost or damaged cards and arranging cards for new staff members.
• Ensuring that only authorised visitors enter BII’s offices.

Technical Skills

• Competent in Microsoft 365, Outlook, TEAMS, Word and Excel.
• Confident handling video conference technologies (Zoom/TEAMS/WebEx).
• Proven experience submitting accurate expense/invoice claims and data (Concur experience desirable).

Office Management

Assist Facilities Manager and Head Receptionist with the following:

• Acting as fire wardens and first-aiders.
• Logging issues and liaising with IT for technical support for meeting rooms.
• Reporting of equipment faults and Health & Safety issues to the Facilities Team.
• Ordering of catering supplies and associated consumables.
• Process invoices and expenses.

Reception Hours

Reception opening hours are from 08h00 to 18h00. Receptionists are required to work 9 hour shifts as follows on a rota basis:

• 0800 – 1700hrs
• 0830 – 1730hrs
• 0900 – 1800hrs

The role will involve undertaking work out of normal office hours, assisting mainly but not limited to internal and external conferences, functions and events.

The Candidate

• Demonstrable reception experience and ability to work in a team.
• Excellent communication skills and telephone manner are essential.
• High level of social and diplomacy skills.
• Confident, cheerful, and resourceful team-player.
• Experience of working in a varied reception role that can have very busy moments and quiet moments.
• Strong IT skills
• Ability to build rapport with others internally and externally.
• Flexible and adaptable.
• Ability to stay calm under pressure.
• Attention to detail, especially checking and making sure rooms are perfect each time.
• Passion for service excellence.

Personal Skills

• Communication: Appropriate written/verbal communication to effectively carry out role.
• Team Working: Collaboration with own team and the larger employee community.
• Results Focus: Drive to achieve objectives/results.
• Personal Effectiveness: Organising self/teams to meet agreed deadlines.
• Influencing/Persuading: Ability to obtain agreement and cooperation in a ‘win-win’

Our cultural values

We look for team members who aspire, as we do, to work at our best and to be:

• Impact-led, commercially rigorous
• Tenacious in the face of challenges
• Collaborative and caring

British International Investment is committed to diversity and inclusion and welcomes all applicants regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation or educational background. 

Please provide a cover letter with your application

Salary: Competitive