View Vacancy - Receptionist

Provide operational support at the front desk, controlling and registering  visitors’ access. Responsible for the handling of the switchboard, answering telephone enquiries and administrative duties as advised by the Corporate Services Team. Assist with administrative tasks from Corporate Services.

Roles and responsibilities / what will the jobholder be expected to achieve?: 

• Attention to visitors at Reception, including official FCO visits
• Management of the switchboard, providing accurate and updated information, such as webpages and telephone numbers, depending on the request
• Handling internal calls and requests
• Responsible of the public announcement system
• Regular update of announcements and booking information on screens across the Embassy
• Responsible for daily correspondence. Distribution in pigeon holes
• Registration and delivery of cheques for suppliers
• Update of CST documents.
• Management of the stationary duties when the Corporate Services Assistant is not available
• In his/her role as PRISM user (P2P):

              - Create requisitions
              -  Receive invoices
              -  Follow up payments
              -  Assist other teams in the creation of requisitions

• Register all invoices received on a daily list. Upload to Sharepoint
• Event planning for CST and other teams from the Embassy
• Liaise with Estates Officers / Handymen on requirements / arrangements for Conference rooms/Events

All employees in the Embassy network are expected, as part of their job, to contribute towards the corporate activity of the organisation.

University level educational/degree or ongoing studies.  

He/she should have experience in working for a medium to large organisation in customer service / administrative activities (ideally from 1-3 years).

He/she should possess an excellent command of written and spoken English and Spanish with strong organisational, communication, customer service, team-working and IT skills (Microsoft Outlook, Excel, Word, Power Point).

Skills required for the position: Punctuality, flexibility, ability to communicate with customers and other team members, ability to work under preassure, prioritising, good teamwork skills.