Workplace Assistant

Workplace Assistant \- 40 hours per week

SIA Badge \- Required

The role of the London FOH Receptionist is to provide the highest levels of customer care and service to all clients, partners and Direct Line employees in line with agreed service level agreements and procedures. We aim to make the client's first impression a positive and lasting one.

• To provide a professional courteous and prompt welcome on arrival for all visitors at the reception desk


• To handle all incoming telephone calls / enquiries promptly giving a professional, courteous welcome and using the agreed salutation.


• To provide assistance for meeting room bookings as required and to liaise with relevant parties to ensure the delivery of a professional service.


• To liaise and communicate with other team members and other service departments in a clear and timely manner to ensure service delivery and teamwork.


• To carry out regular checks of the meeting rooms on site to ensure correct set up and readiness for client use, including rearranging furniture and room layouts as required.


• To ensure the London FOH Team Leader and/or London FOH Manager is made aware of any maintenance issues requiring attention in the Front of House areas.

• To maintain an organised and tidy work area – this is to include the front desk, client seating and facing areas and client meeting rooms.


• To anticipate client needs, follow up with requests and ensure the client expectations are not only met but exceeded


• To ensure that visitor and client arrivals are communicated to the relevant people promptly and that the visitor is either met or escorted to the relevant room in a timely fashion.


• To ensure that waiting visitors are kept informed of any delays and to ensure client comfort


• To replenish meeting rooms, as required, with pads, pens and pencils and relevant stationary


• To ensure that all required hospitality is served promptly and to the highest standards.


• To ensure all audio visual equipment is working and provide support when required


• To collate all reception and hospitality statistics as required and forward to FOH Team Leader on a weekly basis


• To maintain appropriate stationery stocks in the reception area

• To always work safely and report any hazards to the London FOH Team Leader and/or H\&S representative immediately.


• To follow all Health and Safety instructions as directed by the local H\&S team/representative.


• To attend all statutory Health and Safety training


• To liaise with the trained first aider if a visitor should fall ill or have an accident and ensure all the relevant paperwork is completed for EY.

• To report incidents to the designated H\&S team and/or London FOH Team Leader ,London FOH Manager and/or building security as appropriate


• To ensure the building reception has a list of all visitors due to arrive each day.


• To ensure all procedures are followed for recording staff visiting from another office in the UK or an overseas office


• To ensure all client and visitor passes are both issued and collected

• Fully support the implementation and ongoing requirements of Direct Line standards.

• Immaculate grooming and personal hygiene must be in accordance to dress code guidelines for Front of House


• Ability to communicate effectively both verbally and in writing is essential


• Computer literacy skills – Intermediate Excel, Word and Outlook


• Must have sound numerical skills


• Ability to operate calmly under pressure


• Strong customer focus


• Able to demonstrate a professional and organised approach to the role


• Logical thinker, able to spot errors and resolve queries


• Able to deal with interruptions, work to deadlines and prioritise


• Strong relationship skills – able to build and maintain rapport with guests


• Able to multi task and be flexible


• Enthusiastic, committed and determined


• Sense of humour and an eye for detail


• Striving to improve the service offered with proactive approach to service delivery and client satisfaction

• Previous experience of customer service environment essential


• Previous corporate working experience desirable


• Ability to work independently and as part of a team


• Previous experience as a receptionist desirable

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