People Group
Workplace Assistant
South Oxfordshire
Posted about 20 hours ago
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Role Purpose
To deliver an exceptional client and visitor experience by providing a professional, welcoming, and efficient reception, switchboard, and meeting room booking service.
Key Responsibilities
Reception
- Welcome all visitors, creating a positive and professional first impression
- Register visitors using the visitor management system and notify hosts promptly
- Ensure all visitors are directed appropriately within the building
- Follow procedures to contact alternative representatives if the host is unavailable
- Arrange taxis and executive travel as required
- Maintain a clean, organised, and presentable reception area
- Act as a point of contact for general enquiries from staff and visitors
- Monitor and manage the reception inbox
Meeting Rooms & Events
- Coordinate meeting room bookings, including room setup, attendee numbers, catering, and IT requirements
- Liaise with stakeholders to ensure smooth delivery of meetings and events
- Review and confirm bookings in advance to ensure readiness for the following day
- Work closely with catering teams to manage hospitality requirements and last-minute changes
- Ensure all visitor details are accurately recorded in the system
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Switchboard
- Manage incoming calls across UK offices in a professional and timely manner
- Deliver a high standard of customer service when handling all enquiries
- Transfer calls accurately and efficiently
- Adhere to procedures regarding cold calls and suspicious enquiries
- Report and log any telecommunication faults in line with procedures
Administration
- Support general administrative tasks as required, including record keeping and booking training sessions
- Assist the Facilities team with ad hoc requests
- Support various projects as directed by senior stakeholders
- Take ownership of assigned responsibilities and contribute to team initiatives
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General Responsibilities
- Maintain a professional appearance and business-appropriate dress at all times
- Deliver a consistently high level of customer service to all visitors and colleagues
- Take a proactive and flexible approach to ad hoc requests outside the standard scope
- Demonstrate strong attention to detail and ownership of tasks
- Promote a collaborative, team-focused working environment
- Build and maintain positive working relationships with clients, colleagues, and service partners
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Skills
Reception
Customer Service
Meeting Coordination
Event Management
Administrative Support
Communication
Attention to Detail
Team Collaboration