Careers
Part-time Receptionist
Maternity Cover starting January 2013
We are looking for a friendly, enthusiastic and confident person with excellent communication skills to join our support team to cover maternity leave.
The successful candidate will work independently providing front of house and administrative duties for the company.
Hours of work: 30 hours per week – 9.30am to 3.30pm Monday to Friday with 30 minutes break
Reporting to: Director
Objectives of the role:
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You are expected to ensure that all visitors into the building are welcomed in a professional manner.
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You are expected to cover reception area 90% of the time.
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You are expected to communicate verbally and in writing between clients/suppliers/and other staff members clearly and effectively.
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You are expected to give administrative support to other team members.
Main tasks and responsibilities:
You will demonstrate the ability to confidently provide a high level of administrative support for Optima.
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Assist in the creation of invoices preparing them once the job bag has been received from the studio with the correct information. You will then direct them at the appropriate account manager for authorisation.
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Ensure the inputting of data into the database ie time sheets, payments, petty cash.
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Welcoming visitors into the building and making refreshments as requested.
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Co ordinate the telephone system by efficiently answering and directing calls taking messages as required and ensuring appropriate team members are aware of messages as required.
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Ensure post is opened, date stamped and distributed to the appropriate team member photocopying any relevant documentation as required.
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Copy checking highlighting inconsistencies, grammar and spelling mistakes along with checking off of amendments for members of the creative team.
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Direct new contacts from the website to the dedicated Account Manager.
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Take special delivery and recorded post to the post office prior to royal mail deadlines
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Control the filing system downstairs archiving old job bags and ensuring that it is a user friendly system.
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As required take client payments to the bank.
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Take responsibility for petty cash ensuring that records of all out going monies are up to date.
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Act as a note taker in office or client meetings.
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Ensure that confidentiality is adhered to at all times.
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Retrieve information from the database for various team members eg weekly / monthly records of designer hours, breakdown of account handlers jobs per month etc.
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Ensure the meeting room is tidy at all times.
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Develop fluid communication with all members of the team.
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Ensure when proofs arrive that they are delivered to the Creative Director immediately.
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Distribute file copies to the Estimator and the account executive. If the agreed numbers are not received take responsibility for requesting more.
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Verbalise the whereabouts of the Account Managers and MD daily to the team updating this information as it changes.
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Order replacement cartridges, waste collection bags etc.
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Check work trays on all floors 3 x daily.
Additional responsibilities:
As part of the team you are also requested to:
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Take responsibility for safety in the workplace
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Familiarise yourself with the fire evacuation policy
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Ensure that your workstation and the office you work in is tidy and free of rubbish and hazards
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Report faults or problems with equipment immediately to your line manager
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Present yourself in a clean, tidy, smart-casual manner and wear appropriate dress at all times
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Make yourself available to share any training or knowledge you have to other members of staff
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Be prepared to put in additional hours to make sure work is completed on time
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To assist with general office duties such as filling printers with paper, changing toner cartridges etc
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Perform any reasonable duties or requests
Please apply in writing enclosing a full CV to: Tracy Shaw, Optima, 12 West Parade, Lincoln LN1 1JT.
Closing date – Friday 23rd November. Interviews – 13th & 14th December.
We currently employ...
- Graphic Designers
- Web Designers
- Studio Manager
- Account Manager
- Traffic Co-ordinator
- Administrator
- Estimator
We work with...
- Programmers
- Illustrators
- Copywriters
- Photographers
- Project Managers
- Marketing Consultants
- PR Consultants
- Printing Companies
- Packaging Companies
- Promotions Companies
- IT Companies
- Hosting Companies
