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RECEPTIONIST / ADMINISTRATOR JOB SHARE

THE ROLE

Hamilton & Inches is one of the finest jewellers in the country with 150 years heritage creating beautiful jewellery and silverware. We hold a Royal Warrant as Silversmiths and Clock Specialists to Her Majesty The Queen.

Hamilton & Inches is embarking on a new strategy for growth and there are two opportunities for two exceptional Administrator/Receptionists in a job share capacity to provide a highly professional reception/administration service to customers, suppliers and staff.

This role is an exciting opportunity for someone who thrives in a very busy and varied environment where you can support staff to help them with their busy work schedules. You will deal with many aspects and departments of the company and work closely with an excellent team of people.

KEY ACCOUNTABILITIES

Reception: Responsible for answering all incoming telephone calls politely, quickly and efficiently via switchboard. Direct calls to the appropriate person or department at Hamilton & Inches. Take and relay timely, detailed messages to staff when required. Listen to and deliver any messages left on company answer phone. Ensure appropriate company message is recorded on answer phone depending on any specific circumstances. Maintain up-to-date internal telephone contact records for all staff. Liaise directly with telecoms supplier as to faults, enhancements and training requirements. Train new starts on telephone systems usage.

Administration: Manage incoming mail correspondence and direct as required. Provide efficient and professional typing service, often involving complex valuation processes. Provide administration services as required, including booking travel and accommodation for staff for national and international trips, ordering and monitoring levels of stationery for all departments. Provide support and cover of incoming and outgoing daily postal deliveries – high value and insurance requirements govern outgoing deliveries. Broadcast all-staff announcements when required. Maintain and update customer records on the company database. Ensure all filing is kept up to date and is efficiently stored.

Access Control: Meet and greet all visitors to the site in a courteous and professional manner. Ensure all visitors and contractors sign in/sign out and ensure an accurate roll call in the event of emergency evacuation.

Postal: Manage incoming / outgoing post daily, co-ordinating reception duties appropriately with colleagues for any cover required. Update Excel tracking sheets of incoming deliveries and outgoing postal items ensure appropriate insurance cover applies to goods dispatched to customers or suppliers.

Marketing: Responding to enquiries received through the website, distributing to appropriate staff member and recording accordingly on an excel spreadsheet. Regular audits on new data entries in Pursuit customer database, ensure that new client details are entered correctly, merge or remove any duplicate entries and running reports on new customers and other key metrics. Assisting with any in-house mailings, including compiling event invitations, letter contact and brochure distribution. Miscellaneous administrational duties from marketing e.g. responding to charity requests.

Other: Attend company events when requested, always maintain a meticulously tidy office area. Maintain client confidentiality. Promote a professional image of the organisation. Represent the brand image ensuring positive impact and image on customers. Take responsibility for safe working environment ensuring all health and safety policies and procedures are adhered to.

ESSENTIAL SKILLS / ABILITIES

To gain the most from this unique role you must have a highly organised disposition with an open and friendly personality as well as being extremely articulate, approachable and professional with the ability to develop relationships with internal and external stakeholders. You will have superb written communication skills and as this is a very busy environment you need to have a calm and flexible approach as well as being adaptable, with the ability to deal with problems in an efficient and diligent manner. You will require to be proactive, have excellent administrative skills and have relevant experience of dealing with clients at all levels in both the reception work and office administration. There will be a high degree of multi-tasking in this role so your solid work ethic, planning, prioritising and meeting deadlines will be utilised to the full. We also require you to have excellent switchboard, typing, and general office experience as well as a good knowledge and exposure of all Microsoft including, Outlook, Excel, Powerpoint and databases.

WHAT YOU CAN EXPECT FROM THIS ROLE

This is a wonderful opportunity to gain exposure in a highly successful, well respected and prestigious company that is offering a very rewarding and challenging role where no two days will be the same. In this role you will be able to use all your excellent skills and experience and you will be given the responsibility to make sure all the tasks you undertake are completed in a very thorough and competent manner. You will be working with a very professional team of colleagues that are passionate about what they do and take great pride in the service they provide. As this role is a job share role your schedule will be working in the morning or the afternoon, either 2 or 3 full days per week. Flexibility would be required for holiday cover.

How to apply

If this sounds like the ideal role and you have the experience we are asking for then please send your CV with a covering email explaining why we should consider you for the role to: Ross Haston, Managing Director.

Email Ross

Please note we regret to inform that we are unable to process applications for people who do not meet all the requirements of the role.

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