Receptionist

Team: Operations

Location: London, UK

Employment Type: Permanent

Salary: Competitive

Closing Date: 02 March 2018

Receptionist

Our Mission

  • Our mission is to support the building of businesses throughout Africa and South Asia, to create jobs and make a lasting difference to people’s lives in some of the world’s poorest places.
  • We aim to invest in countries where we can have the greatest impact. In countries where the private sector is weak and jobs are scarce.
  • We invest in sectors where growth leads to jobs – both directly and indirectly. In sectors such as manufacturing, agribusiness, infrastructure, financial institutions, construction, health and education. Last year, the businesses we invest in created more than a million jobs. 
  • We are successful because we are a high quality investment organisation, using the best commercial skills and judgement to make investments in great companies and support them to grow over the long term.  We therefore want to attract people with these skills but who are motivated to use them to dramatically improve the private sector in Africa and South Asia
  • For further information, please visit our website cdcgroup.com

The Role

Purpose

  • Working as part of a small team alongside another receptionist and the head receptionist you will assist in providing an efficient and effective reception service.
  • Ensure that all callers and visitors are handled promptly and courteously in line with company procedures.
  • 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 positive attitude with a strong work ethic, excellent communication skills, a down to earth nature whilst at the same time remaining professional.

 

Responsibilities

Day to day activities include:

Switchboard

  • Handle all incoming and outgoing calls in a warm, confident and happy manner. Redirect callers to the appropriate person or department if unable to assist.
  • Co-ordinate conference calls as requested.
  • 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 security of any lost or damaged cards and arranging cards for new staff members.
  • Ensuring that only authorised visitors enter CDC’s offices.

 

Reception

  • Meeting and greeting of clients and colleagues in a professional and polished manner.
  • Distributing incoming post to staff and using a franking machine ensure outgoing post is ready to be picked up every afternoon.
  • Escorting clients to their meeting rooms and offering refreshments.
  • Booking couriers and taxis.
  • Liaising with building maintenance on any jobs that need to be done.
  • Collect daily newspapers from building security in the mornings.
  • Setting up audio-visual and video- and audio-conferencing equipment.
  • Setting up laptops and Wi-Fi for guests and staff for presentations.
  • Ensuring office clocks are all set to the correct time weekly.
  • 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.

 

Meeting Rooms

  • Reservation of meeting rooms using Outlook calendars.
  • Adjusting and juggling meeting rooms as required to ensure maximum efficiency and monitoring to ensure staff are not using rooms without booking.
  • Setting up and clearing down of rooms for meeting and lunches.
  • Responsible for making sure the reception and meeting room areas are always neat and tidy.
  • Ensure meeting rooms are stocked up with stationery on a daily basis and lights are turned off when meeting rooms are not in use.
  • Providing refreshments for guests in meetings.

 

Office Management

Assist Facilities and Operations Executive and Head Receptionist with the following:

  • Acting as fire wardens and first-aiders.
  • Logging issues and liaising with suppliers and technical support providers for maintenance of office and catering equipment, audio-visual facilities, conferencing facilities, mobile and telephone services.
  • Ordering stationery and other supplies.
  • Checking related invoices and expenses.

 

Dress

  • Dark jacket and skirt / trousers with plain coloured top (no patterns / logos or slogans).

 

Reception Hours

  • Reception hours are from 08h00 to 18h30. Receptionists are required to work 9 hour shifts as follows on a rota basis:

            0815 – 1715hrs

            0830 – 1730hrs

            0900 – 1800hrs

 

The Candidate

Background

  • 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, particularly with audio-visual equipment, conferencing facilities, laptop presentations, MS Office and the ability to troubleshoot issues.
  • 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.

 

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
  • Coaching/Mentoring: Taking time to develop and support colleagues
  • Influencing/Persuading: Ability to obtain agreement and cooperation in a ‘win-win’ fashion

 

CDC Identities

  • We look for candidates who share our culture and reflect our identity, the CDC identities are described as follows:
  • Compassion is central to everything we do
  • We owe our clients and prospective clients a fast and thoughtful process
  • We accept the tough challenges inherent in our mission
  • We are quick and non-defensive when things go wrong
  • We oppose bureaucracy
  • We never forget that we are investing and spending tax payers’ money
  • We promote a fulfilling work environment
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