Job description
Reporting directly to the Head of Operations, the Officer Administrator/ Receptionist is responsible for the provision of all office administration and receptionist duties, facilitating the smooth running of the office, ensuring that all administration processes and systems work efficiently and effectively.

Working hours are 9am -4.30pm, Monday to Friday. The role must be performed from the office 5 days per week.

Key Responsibilities include:
• Support the Office and Facilities manager to ensure smooth operations
• Relevant records are up to date, with an effective records management process, including archiving, storage and retrieval of data.
• Maintaining accurate records of all inventories, equipment, and assets.
• Manage all incoming and outgoing post for the Bank. Sorting and distributing mail to departments
• Coordinating appointments and meetings. Serving as the primary point of contact for all facility-related issues in the absence of the office manager.
• Helping the office manager in the planning and management of local office projects, moves and reconfigurations
• Answering all incoming phone calls
• Booking of travel, transfers and accommodation as required in the absence of office manager.
• Liaison with Board Members administration staff overboard meeting arrangement in the absence of the office manager
• Monitors and ensures office housekeeping and cleanliness is delivered to highest quality level
• First point of contact for visitors to UK offices. Manages the front desk of the bank. Greets visitors and record all incoming customers/ suppliers.
• Fielding and directing of calls, post and other communications.
• Handling queries and complaints on the front desk. Providing information and resolving issues
• Vendor management and engagement ensuring the supplier relationship is managed and maintained.
• Undertake project administration effectively to ensure timely completion of projects within budget, achievement of objectives and cost efficiencies.
• To support the Head of Operations with projects, such as data analysis and information gathering.
• Work closely with various departments, understanding their needs and ensuring facilities services align with organizational objectives.
• Issuing and distribution of relevant group information to all staff
• Managing the housekeeping and retrieval of all archived boxes from the data center
• Fire warden and emergency evacuation, First Aid, and Health & Safety duties as required under the relevant occupational health and safety legislations.

Experience required for this role:
• Office and administration processes
• Procurement management and vendor relationship management
• Engagement with suppliers
• Banking experience, particularly in a UK-based foreign owned Institution
• Stakeholder management and engagement with senior and board level
• Prioritization and multi-tasking skills

Tips: Provide a summary of the role, what success in the position looks like, and how this role fits into the organization overall.

Responsibilities

[Be specific when describing each of the responsibilities. Use gender-neutral, inclusive language.]

Example: Determine and develop user requirements for systems in production, to ensure maximum usability

Qualifications

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Example: Excellent verbal and written communication skills