Receptionist - Headquarters

Job overview

We are looking for a welcoming and organised Receptionist to provide a professional reception service at East Midlands Ambulance Service Headquarters. As the first point of contact for visitors, colleagues and external stakeholders, you'll play an important role in supporting reception services and the day-to-day operation of Headquarters.

In addition to reception duties, you'll provide administrative support when required, working closely with the Executive Services Administration Team to support the effective running of Headquarters.

Main duties of the job

You will be responsible for managing the day-to-day activities of the Headquarters reception, including handling telephone enquiries, directing visitors and supporting meeting arrangements. You will also receive and distribute deliveries, maintain administrative records and provide general clerical support as required.

Working as part of the Executive Services Administration Team, you will help ensure the efficient running of Headquarters services, maintaining a professional environment and providing support to colleagues across the organisation when required.

Detailed job description and main responsibilities

Key responsibilities include:

• Providing a professional reception service, welcoming visitors and directing them to the appropriate person or department.
• Receiving, managing and directing telephone enquiries, taking accurate messages and ensuring information is passed on promptly.
• Managing meeting room bookings and supporting meeting arrangements, including room setup and equipment requirements.
• Providing general administrative and clerical support, including typing documents, drafting routine correspondence and distributing information as required.
• Maintaining accurate filing systems, records and distribution lists, ensuring information is kept up to date.
• Updating contact directories, circulation lists and other administrative records as required.
• Receiving deliveries and post, maintaining appropriate records and arranging distribution to the relevant teams and departments.
• Escalating any issues affecting the operation of reception or switchboard services to the appropriate manager.
• Ensuring the reception area is maintained to a high standard and presents a professional environment for visitors and staff.
• Working as part of the Executive Services Administration Team, providing support across Headquarters services as required.
• Undertaking any other reasonable duties within the role and grade of the post.