Reception Office Assistant - Rugby

The purpose of the role is to provide a professional and welcoming front of house service as the first point of contact for our offices, while supporting the efficient day to day running of operations.

Working closely with the local Office Administrator (and across all our sites as required), the Reception Office Assistant will ensure a positive experience for colleagues, clients and visitors and contribute to the smooth delivery of reception and administrative support.

Key Responsibilities:

• Answering, screening, and directing incoming telephone calls in a professional and timely manner, ensuring enquiries are handled appropriately and accurate messages are taken and passed on promptly.
• Acting as the first point of contact for all clients and visitors, providing a warm, courteous, and professional welcome, and ensuring a consistently positive front of house experience.
• Preparing and serving refreshments for visitors and meetings, ensuring all kitchen areas are well stocked and presented to a high standard.
• Maintaining clean, tidy, and safe communal areas, including reception, meeting rooms, and kitchen spaces, in line with company standards and health and safety requirements.
• Managing all incoming and outgoing post, including sorting, distributing, and arranging courier services where necessary.
• Processing card payments accurately and securely, ensuring all transactions are recorded in line with company procedures.
• Monitoring office supply levels and proactively ordering stationery, consumables, and refreshments to ensure the office is fully always equipped.
• Managing petty cash, including accurate record keeping, reconciliation, and supporting wider banking processes as required.
• Coordinating and maintaining accurate client records, ensuring all information is up to date and handled confidentially.
• Maintaining banking spreadsheets, tracking transactions, and issuing receipted invoices in a timely and accurate manner.
• Receiving and handling deliveries, as well as coordinating access and supporting those persons attending site.
• Filing, organising, and maintaining both physical and manual records to ensure accessibility and compliance with internal processes.
• Providing administrative support to the Office Administrator, including covering responsibilities during periods of absence and assisting with ongoing tasks and projects.
• Supporting colleagues across the wider business with ad hoc administrative and operational tasks as required, demonstrating flexibility and a team oriented approach.
• Demonstrable experience in a reception, front of house, or office support role, with a clear understanding of administrative processes and workplace operations.
• Strong customer service and client facing skills, with the ability to build positive relationships and represent the business in a professional and approachable manner.
• Confident and proficient in using Microsoft Office applications, including Outlook, Excel, Word, and Teams, to support daily administrative tasks.
• Good overall IT literacy, with the ability to quickly learn and adapt to new systems, tools, and internal processes.
• A collaborative and team oriented mindset, with a willingness to support colleagues and contribute to a positive working environment.
• Proactive, flexible, and adaptable, with the ability to respond effectively to changing priorities and fluctuating workloads.
• Excellent organisational skills, with the ability to manage time effectively, prioritise tasks, and handle multiple responsibilities simultaneously while maintaining attention to detail.

Other requirements:

• Willingness to travel between sites when occasionally required.

Values and Culture:

• Consistently uphold the Company's values, ethical standards, and professional responsibilities.
• Demonstrate a positive and proactive approach to teamwork and client service.
• Lead by example in day to day work, showing integrity, accountability, and professionalism.

What we offer:

We offer a range of benefits alongside a competitive salary and holiday package which will be discussed with you at your interview.

Job type: Part time ( hours, Monday Friday), Permanent

Work location: Rugby, office based

• Annual discretionary bonus
• 22 +8 days annual leave (Inc. bank hols & increasing with service)
• Option to buy additional holiday days
• Birthday off
• Contributory pension
• Group Life cover (death in service)
• Subsidised gym membership
• Fully funded professional training
• Free parking at all sites
• Death in service

This job summary is intended as a guide to the duties of the post and is not exhaustive. All roles are subject to review and change to meet evolving business needs.