Business Support Reception Apprentice

To receive all incoming calls and all visitors to the service and deal with appropriately in a courteous and helpful manner.

To be aware of the teams daily movements, where to contact them and to call them when required and appropriate.

To assist in providing a flexible administrative service and to undertake several office duties at the request of the line manager across several locations in some instances.

To co-ordinate and oversee service room bookings and report any problems to line manager.

To deal with a range of queries from the public and other agencies in a polite and helpful manner, whilst working in reception also by telephone and face to face encounters, seeking advise and guidance from team members as appropriate.

Ensure all messages are correctly recorded and promptly passed to relevant team members/other personnel.

When appropriate, and with agreement with the line manager, be responsible for ad hoc and one off secretarial/admin duties for practitioners/directors/managers within the service .

To maintain office-filing systems and ensure information relating to users of the service is accessible to relevant staff maintaining confidentiality at all times.

When required, book couriers and ensure mail is franked and sent out in a timely manner.

To receive regular one to one and team supervision from the line manager. As a service team member to work flexibly in order that essential priority tasks are covered and dealt with.

To use information technology for a range of purposes.

To report to the line manager any issues that are of concern relating to health and safety of the building.

To have excellent verbal, written and communication skills.

To induct new staff to reception administration systems.

To have the ability to remain calm and sensitive in difficult and stressful situations.

To understand reporting lines and who would be the best person to contact in a variety of situations.

When required be a point of contact for taxi drivers/managers and responsible ad hoc bookings for staff/service users.

Ensure all security guidelines are followed when receiving visitors, deliveries and maintenance personnel.