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Receptionist / Administrator - Christchurch Office
We require a positive and motivated full time receptionist to provide secretarial and administrative support to the team at our busy modern central city office.Ideally the individual we seek must possess the following skills:
- Applicant preferred to have at least 2 years reception / administrative work experience
- A minimum of Year 13 NCEA or equivalent
- Excellent communication and organisation skills
- Proficiency in Microsoft Word, Outlook and Excel
- Advanced typing and formatting skills to produce work to the highest standard
- An aptitude to work with figures
- Adaptability to navigate new software
Full Job Description:
Hours of Work: 40 Hours per week, Monday – Friday, 8-30am to 5.30pm
KEY RELATIONSHIPS – INTERNAL AND EXTERNAL
Accounts Manager
Directors
Colleagues
Professional Consultants
Clients, tenants and stakeholders
Suppliers, agencies, professional consultants
ACCOUNTABILITIES PERFORMANCE MEASURES AND RESPONSIBILITIES
Administrative, accounts and secretarial support
Provides, maintains and develops a high level of effective administration support to the organisation to ensure the efficient administrative running of the office.
Reception
All guests to the business are greeted professionally and courteously and are provided with assistance as requested.
All telephone calls to the main business number are answered without delay in a professional and courteous manner. All calls are redirected, requests actioned or messages taken and passed on as appropriate.
Incoming mail is handled appropriately in the morning, being distributed to the addressee without delay.
Outgoing mail is posted on a daily basis.
Couriers or other delivery methods are arranged for packages or urgent documentation to ensure deadlines are met.
Travel and Vehicles
Travel and accommodation for the Board, Executives and staff members is co-ordinate ensuring travel times are met and that the costs of travel are reasonable.
Website, Marketing and PR Support
Maintains and upgrades the website in accordance with the instructions of the Directors. This may require the Office Manager and Personal Assistant to:
- Engage the support of a Website specialist to assist with upgrades or major changes.
- Update the content of the website as required.
- Assists in the preparation of Powerpoint presentations and other presentations.
- Compiles newsletters and communications to clients; ensuring presentation meets standards.? Arranges and/or co-ordinates events for the Director or the Group; seeking support from other professionals as appropriate.
Secretarial and Documentation
Incoming emails, correspondence and queries are responded to promptly.
Co-ordinates internal and external meetings as requested including all Board Meetings. Ensures appropriate meeting venues and refreshments are booked and provided.
Records minutes at meetings if required. Co-ordinates filing of meeting agendas and minutes.
Types documents when requested and ensures all outgoing correspondence is proofread, formatted to a high standard and filed appropriately.
Manages documentation, policies and records including filing and assisting to maintain an efficient electronic filing system.
Prints, photocopies, binds and laminates documents as requested.
Accounts Administration
Inputs all accounts for payment into the accounts system.
IT Administration
Liaises with IT Consultants and Support Services to ensure systems, software and hardware is reliable and operating as needed.
Supplier Co-ordination
Manages the communications with suppliers, vendors, consultants and agencies as delegated ensuring meetings or site visits are booked in, attended and followed up as appropriate.
Errands and Ad Hoc duties
Undertakes errands for members of the organisation as requested.
Any other reasonable administrative duties requested by the organisation.
Personal Assistant
Provides timely and accurate administrative and secretarial support to the Director.
Undertakes all of the above administrative duties as requested by the Director for the Director or their personal interests.
Manages the diary of the Director as requested; booking in meetings and appointments and confirming with all parties.
Ensures all travel and associated services (accommodation/vehicles/dinners) are booked in accordance with the request of the Director and that all times, dates and events are accurately lodged within the diary of the Director.
Performs any other errands or tasks as reasonably requested by the Directors.
COMPETENCIES – ATTRIBUTES
In order to be effective in the position, you shall have and be able to consistently demonstrate the attributes and behaviours described below.
· A high level of professionalism and integrity.
· Confidence building relationships at all levels within an organisation.
· A systematic and organised approach to work.
· A high level of attention to detail and the ability to multitudes.
· Strong initiative.
· Adaptable and receptive to new ideas. A willingness to adjust to changing demands and circumstances.
· Open communication approach.
· Strong results orientation, self-motivated, disciplined and ability to work to external deadlines.
· High levels of customer service both internally and externally
COMPETENCIES – SKILLS AND EXPERIENCE
In order to be effective in the position you shall have and be able to demonstrate the following skills and experience:
· Substantial administration experience and the ability to work without supervision.
· Sound knowledge of administrative operations.
· Accounts administration experience.
· Intermediate skills in Microsoft Office Products including Word, Excel, Powerpoint and Outlook.
Applications, including a covering letter, CV and referees should be directed to:
Jane Donnithorne
Davis Ogilvie & Partners Ltd
PO Box 589
Christchurch 8140
Email: janed@do.co.nz
Phone: (03) 366 1653 or 0800 999 333