Receptionist

This is an opportunity to join Ascot Group - one of the world’s preeminent specialty risk underwriting organizations.

Designed as a modern-era company operating through an ecosystem of interconnected global operating platforms, we’re bound by a common mission and purpose: One Ascot. Our greatest strength is a talented team who flourish in a collaborative, inclusive, and entrepreneurial culture, steeped in underwriting excellence, integrity, and a passion to find a better way, The Ascot Way.

The Ascot Way guides our people and our organization. Our underwriting platforms collaborate to find creative ways to deploy our capital in a true cross-product and cross-platform approach. These platforms work as one, deploying our capital creatively through our unique Fusion Model: Client Centric, Risk Centric, Technology Centric.

Built to be resilient, Ascot maximizes client financial security while delivering bespoke products and world class service — both pre- and post-claims. Ascot exists to solve for our clients’ brightest tomorrow, through agility, collaboration, resilience, and discipline.

Job Purpose:

To deliver a first-class front of house service in conjunction with the other receptionists, including providing comprehensive administration support.

Lines of Responsibility:

The Receptionist is responsible in the first instance to the Reception Supervisor, with overall reporting in relation to the proper performance of his/her duties being the responsibility of the Head of Facilities.

HOURS OF WORK: 

Normal working hours are 13:00 to 18:00, Monday to Friday. The reception closes at 4pm on Fridays, so from 4pm to 6pm on Fridays all e-mails and phone calls will need to be handled remotely.

During the contracted 50 days holiday cover, working hours will be 08:00 to 18:00 (with a one hour lunch break) or 08.30 to 18.00 depending on the receptionist to be covered.

Detailed Duties:

RECEPTION

• Day to day running of the reception desk.

• To work in conjunction with other receptionists to ensure that reception desk is to be manned between the hours of 08:00 and 18:00

• Meet and greet all visitors offering a highly professional service at all times.

• Manage all incoming telephone calls.

• Ensure all calls are transferred with minimum delay.

• Pass accurate and timely messages to individuals.

MEETING ROOM MANAGEMENT

• On arrival at 1pm, the afternoon receptionist is required to check all meeting rooms are clear and tidy and are returned to a presentable state. They are also required to check the diary for any upcoming meetings that require refreshments and set-up the rooms accordingly.

• Arrange refreshments and allocate rooms for ad-hoc visitors.

• Arrange in-house lunches.

• Manage diary for all meeting rooms and ensure visitors passes are pre-ordered via building management system as far as practicable.

• To notice guests leaving and/or meetings ending and ensure the relevant meeting room is cleared and tidied promptly. All items are to be tidied away and not left sitting in the kitchen.

• Maintain an open dialogue with the IT Service Desk and notify them of all meetings requiring 'white glove' treatment.

ADMINISTRATION

• Assist with business travel. Training will be required.

• Arrange external lunches when requested.

• Collation and submission of petty cash on a monthly basis.

• Arrange couriers / taxis.

• Monitor supplies of business cards, placing orders when necessary.

GENERAL OFFICE DUTIES

• Ensure that supplies of stationery and refreshments are maintained.

• Ensure the reception kitchen and storage areas are kept tidy and all food/drink deliveries are put away in a timely manner.

• Ensure the storeroom fridges are stocked with cold beverages.

• Stock the reception kitchen with bottled water and carafes every evening.

• Ensure that adequate supplies of tea and coffee etc. are available in the staff kitchens. Usually this is to be carried out on a Friday afternoon.

• Distribution of post received.

• Arranging archival storage on an ad-hoc basis and retrieval of same when necessary.

• Booking of loading bay for deliveries where necessary.

• Liaising with the cleaners to ensure all cleaning duties are carried out as per contracted.

• Maintain stock of branded goods.

• Monitoring, ordering and distributing milk throughout the office kitchens.

• Maintaining a supply of sweets & tissues in the reception area.

OFFICE MANAGEMENT/ OTHER

• Manage issues arising with the office.

• Assisting the Head of Facilities with any ad-hoc requests as may be required.

Please be aware that Ascot Group’s job opportunities will be posted on our official careers page. All official communication comes from @ascotgroup.com email addresses, if you receive a job offer or recruitment communication from Ascot Group that you suspect might be fraudulent, do not hesitate to contact us directly to verify its legitimacy. We will never ask for payment or sensitive personal information during any stage of the recruitment process. Your privacy and trust are of utmost importance to us, and we strive to ensure that you have a positive experience with Ascot Group.

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