Overview
The Receptionist is the first point of contact for members of the public, service users, and visitors to Fermanagh House, acting as the welcoming face and voice of the organisation.
The role extends beyond traditional reception duties and includes front-of-house support, administrative tasks, facilities coordination, meeting room preparation, and maintaining communal areas to ensure the smooth running of Fermanagh House.
We are seeking a dynamic and friendly Receptionist to join our team and serve as the welcoming face of our organisation. In this vital role, you will be the first point of contact for visitors, clients, and staff, ensuring a positive and professional experience at all times. Your energetic approach and excellent organisational skills will help maintain smooth office operations, manage communications efficiently, and support various administrative functions. If you thrive in a fast-paced environment and enjoy delivering exceptional customer service, this opportunity is perfect for you!
Duties
- 1. First point of contact for members of the public, service users, and visitors to Fermanagh House, acting as the welcoming face and voice of the organisation, in a friendly and courteous manner, and to assist / direct where necessary in an efficient manner.
2. Book meeting rooms and maintain the meeting room’s booking system.
3. To provide administrative and secretarial support (including, but not limited to typing/word-processing, photocopying, printing).
4. To receive oral and written messages at reception and to relay such to appropriate person.
5. Prepare / set-up / clean meeting rooms to facilitate users.
6. Prepare and assist with the provision of hospitality.
7. Look after all communal areas, including kitchen / toilets and keep clean and tidy.
8. To respond to clients’/staff requests for information and inform clients of available products/services within.
9. To provide good business relations with clients and staff.
10. To send, receive and respond to emails.
11. To maintain a tidy and safe working environment in Reception meeting rooms and other communal areas.
12. To operate booking/appointment systems for Fermanagh House as requested.
13. To maintain filing system.
14. To collect and maintain statistics and other information as directed.
15. To maintain confidentiality in all dealings with staff and visitors.
16. To carry out photocopying for clients and to provide relevant information to the Accounts department to facilitate billing.
17. Maintaining daily sign-in registers supporting compliance with Health & Safety Policy.
18. Contribute and assist in the smooth running of Fermanagh House
OTHER
- To undertake any other duties and responsibilities which will assist in the achievement of The Fermanagh Trusts objectives.
- To demonstrate flexibility in the execution of duties as part of a small team.
- To conform at all times to the Trust ethics and values
- On occasions work may involve some evening / weekend hours.
PERSONNEL SPECIFICATION
1. Qualifications
Essential:
- Good general education including GCSE (or equivalent) in English and Maths
- Basic IT skills (e.g., Microsoft Word, email systems)
Desirable:
- Qualification in administration or customer service
- Training in health & safety or first aid
2. Experience
Essential:
- Experience in a reception or customer-facing role
- Experience of providing administrative support
- Experience handling telephone and face-to-face enquiries
Desirable:
- Experience in a community or charity setting
- Experience with room booking systems or diary management
- Experience supporting meetings or hospitality
3. Knowledge
Essential:
- Understanding of high-quality customer service standards
- Basic knowledge of office procedures
- Awareness of confidentiality and data protection
Desirable:
- Knowledge of health & safety practices in public buildings
- Awareness of community/voluntary sector services
4. Skills & Abilities
Essential:
- Strong communication and interpersonal skills
- Excellent organisational abilities
- Ability to multitask and prioritise work effectively
- Ability to work both independently and as part of a team
- Competent in IT and office systems
- Attention to detail
Desirable:
- Ability to manage booking systems and schedules
- Problem-solving skills and initiative
- Ability to maintain accurate records and statistics
5. Personal Attributes
Essential:
- Friendly, approachable, and professional manner
- Reliable and punctual
- Flexible and adaptable
- Strong sense of responsibility and initiative
- Commitment to confidentiality
- Positive, proactive attitude
Desirable:
- Enthusiastic and community-focused
- Willingness to learn and develop
6. Other Requirements
Essential:
- Ability to work part-time hours
- Flexibility to work occasional evenings/weekends if required
- Willingness to undertake cleaning, hospitality, and room setup duties
7. Special Conditions
- Role includes physical tasks (e.g., room setup, cleaning duties)
- Must comply with The Fermanagh Trust policies and values
Job Type: Part-time
Pay: £13.45 per hour
Application question(s):
*
Do you have a good general education including GCSE (or equivalent) in English and Maths.
Do you have basic IT skills (e.g., Microsoft Word, email systems)
Experience:
- reception or customer-facing role: 1 year (required)
Language:
Work Location: In person
