View Vacancy - Corporate Services Assistant (Reception)

Main purpose of job

Under the guidance of the Corporate Services Officer, the Corporate Service Assistant (CSA) is the main receptionist at Post. The role involves comprehensive liaison with all staff, visitors and guests of the Mission. With responsibility for a varied range of Corporate Services support activity, this role enables the effective delivery of the Corporate Services platform.

RECEPTION

• Switchboard operation including answering calls, diverting to correct recipients, greeting and answering queries from the general public, using the public announcement system. Assisting with queries from prospective students by referring them to the appropriate source for information.
• Coordination of all mail & courier services including daily liaison with couriers & quick pack service providers. Outgoing mail records and postage, including invites as well as operation of the franking machine. Coordination of incoming and outgoing mail. Recruitment no vacancy letters.
• Liaison regarding newspaper subscriptions and distribution of daily newspapers. Regular monitoring of the High Commission general e-mail account, checking, disseminating and responding to e-mails as  
• appropriate.
• Processing of Visitor Access Request (VAR) forms in liaison with the PSM and updating In/Out boards.
• Electronic Key Card and Visitors’ Pass coordination in liaison with the PSM.
• Regular liaison with the PSM regarding visitor security
• Meeting room bookings and booking visitor accommodation at local hotels.
• Update and circulation of Post contact lists, organograms and phone tree.
• MRCP Exam paper coordination. Ensuring timely delivery of examination papers to the UWI

ADMINISTRATION

• Coordination of the quarterly learning and development (L&D) committee meeting including scheduling, minutes, booking group-training courses. Coordination of L&D events, the L&D grid and Post’s L&D notice boards. Coordination of staff inductions. Bullying, Harassment and Discrimination activity coordinator
• Processing business cards orders
• Coordination of the annual flu jab in October
• Regular shredding of Corporate Services documents in line with FCO retention schedules
• HR filing & noticeboard maintenance
• Expense Guides – Preparation of the regional expense guides. Collation of data and submission under the guidance of the CSM.
• Diplomatic mail services – Providing cover in the absence of the CSA Protocol
• Assisting the Corporate Service Officer with ad hoc tasks and projects.
  

PROCUREMENT

Purchasing goods & services while ensuring compliance with FCO purchasing procedures including stationery (order, inventory and distribution) and other ad hoc requirements. Invoice Processing and Prism Requisitioner & Receiver.

ESTATES COVER

Point of Contact for estates works in the absence of the CSA Estates. Coordination of maintenance works requests including receipt, prioritisation and allocation of work to the estates team. Recording and monitoring job status and ensuring satisfactory completion of works requests. Scheduling maintenance appointments in communication with UKB officers. Ensuring the completion planned preventative maintenance. Liaison with external contractors and Landlords.

Essential on arrival

• Excellent interpersonal & communication skills
• 2 years experience of reception & administrative duties
• Organisational skills with ability to demonstrate initiative and self motivation
• Ability to handle multiple tasks and projects at pace
• Advanced IT experience including MS Office