KEY DUTIES: To provide a comprehensive Reception Service for the Estates and Facilities Office Acting as the first point of contact for visitors and providing excellent customer service at all times Dealing with all visitors in a courteous and confidential manner, providing assistance as required Escalating any matters to the Admin Team Leader as appropriate Ensuring all external visitors are accurately signed in and out of the office Notifying office staff of visitors arrival Ensuring telephone calls are answered, enquiries dealt with, callers re-directed as appropriate and accurate messages taken Responsibility for the general tidiness and security of the reception area Responsibility for maintaining an up-to-date contact list To provide administrative support to the Personal Assistant/ Admin Team Leader and Estates and Facilities Administrator to the Estates and Facilities Management Team. Responsibility for Meeting Room bookings Responsibility for the layout, tidiness and security of the Meetings Rooms General administration duties such as copy typing, printing, binding, scanning, filing etc. Arrangement of internal/department level meetings, co-ordinating diaries, booking venues, setting up refreshments Provision of administrative support for internal/department level meetings, including taking, transcribing and typing up action notes/minutes (informal/departmental level) Provision of administrative support for specific areas of work, including collation of returns, issuing of reminders and maintenance of electronic and/or paper records as appropriate Maintenance of office supplies, including liaison with the Stores Department Responsibility for the reporting of faults/general repairs required within the Estates and Facilities Offices Provision of cover for other areas/sites when required Maintenance of filing systems in line with Trust Policies and Procedures Maintenance of up-to-date circulation lists Escalation of any matters, as appropriate, to the Personal Assistant/ Admin Team Leader or Estate and Facilities Administrators to the Estates and Facilities Management Team.