Receptionist Administrator

About the Role

Administrative Assistant with Cashier Duties

An exciting opportunity has arisen for an Administrative Assistant, to join a leading organisation based in Belfast.

This is a Full-Time, Temporary Position with an immediate start.

Working hours: Monday to Thursday: 9am – 5pm and Fridays: 9am – 4pm (with a 30-minute lunch break) – 36.5 hours per week.

With an hourly rate of £14.35 per hour.

A Basic Enhanced Check will be required.

Job Role:

You will be responsible for providing a comprehensive and confidential administrative service to the business.

Essential Criteria:

• At least 2 year’s recent administration experience working in an office environment.
• At least 5 GCSE passes or equivalent at Grade C or above, to include qualifications that demonstrate literacy/proficiency in English language and numeracy.
• Demonstrable IT proficiency with the use of IT packages, to include Microsoft Word, Outlook and Excel.
• Experience of taking customer payments and dealing with customer queries.
• Excellent communication skills both written and verbal – with the ability to communicate with stakeholders at all levels.
• Ability to manage and prioritise a busy workload while adhering to deadlines.
• Ability to work on your own initiative as well as part of a team.
• Strong attention to detail ensuring high levels of accuracy and organisation.
• Ability to maintain confidentiality at all times.

Desirable Criteria:

• Previous experience of working in a front of house/reception environment.
• Previous experience of working in a further/higher education/accommodation/hospitality environment.
• Previous experience of using a management information system, e.g. Kinetics.

Main Duties and Responsibilities:

• Provide a customer-focused service in respect of the business’s accommodation, conferencing and catering business, acting as the  first point of contact at Office Reception.
• Assist with enquiries and the help desk. Ensuring confidentiality of any reports/issues. 
• Process any card or cash payments and record using the Kalamazoo system for records of the Finance Department. 
• Show potential customers around the facilities. 
• Update information on the website.
• Provide administration of named table plans, place name settings, identity cards, menu cards, menus, emailing daily menus and in the production of information posters in the premises.
• Assist with the calculation of staff hours’ payable, overtime and allowances, accrued leave as required, for approval by departmental management.
• Maintain records of departmental staff annual leave entitlements, usage and informing HR of leave taken.
• Ensure the advertising of the annual renewal of the Licensing arrangements for appropriate locations within the premise.
• In compliance with Procurement Department Procedures, to assist with the orders and maintenance of spreadsheets for goods, services purchased by HACS. Complete purchase orders as required, before forwarding to the Finance Department for payment. Process New Supplier Forms and Non-Standard Orders as required.
• Process orders using the finance software systems, for approval prior by Head of Department.
• Accurately maintain customer database information for analysis i.e. names, addresses, next of kin, in compliance with current legislation i.e. Data Protection.