Job Description

Ethical Property is a social business providing office and meeting space to over a 1,000 charities, not-for-profit organisations and voluntary groups across the country each year, within our 21 centres. Our aim is to ensure that our centres act as platforms from which our tenants can deliver a lasting and positive social impact.

We support more than 800 organisations working in a wide variety of sectors. In addition, we have also helped develop a family of organisations including sister companies in Australia, Belgium and France as well as Ethical IT who provide bespoke IT support and The Ethical Property Foundation, a charity that works alongside us to property advice to the wide sector. All of our centres are managed to minimise energy use, waste, car travel and the use of harmful materials while offering tenants modern, affordable and flexible space managed in a transparent and supportive way.

Our commitment

We are serious about the commitment we make to our employees in providing an enjoyable, relaxed and productive working environment. Equally, we expect our employees to be serious about the commitment they make to the company, and their colleagues.

Resource for London

Resource for London is a busy and dynamic office space, owned by Trust for London and managed by The Ethical Property Company. The centre provides office, conference and meeting rooms for organisations working to tackle poverty in London.

The Receptionist will play an important role in welcoming visitors to Resource for London and supporting our tenants and conference users. You will be line-managed by the Conference Sales Co-ordinator.

Access, Security and Deliveries

\xc2\xb7 Being the first point of contact for visitors to the centre; welcoming them and issuing name badges and ensuring that everyone signs in, announcing their arrival and directing them to the appropriate tenant organisation or meeting room.

\xc2\xb7 Ensuring security procedures are followed in the centre, and that all building visitors/contractors sign in/out.

\xc2\xb7 Taking deliveries of the Royal Mail post, sorting and distributing it to tenant organisations and ensuring that outgoing post is collected every evening.

\xc2\xb7 Notifying tenants when deliveries arrive in the building.

\xc2\xb7 Keeping any reception areas clear and tidy at all times and ensuring main fire exits are not obstructed

\xc2\xb7 Booking and overseeing car parking spaces.

Communications

\xc2\xb7 Answering phones and directing calls to relevant staff or tenants

\xc2\xb7 Acting as a point of contact for tenant queries and communicating these effectively to the relevant member of the Property Management team

\xc2\xb7 Helping to establish and maintain excellent communication with tenant organisations

\xc2\xb7 Ensure contact information is kept up to date for each organisation in the cluster, including tenant representatives, Directors, first aid and fire Marshall Contacts, etc.

Administration and Purchasing

\xc2\xb7 Ordering cleaning/stationary supplies and keeping an accurate record in the purchase order / tenant recharge sheet;

\xc2\xb7 Run monthly photocopier and Franking machine reports and forward to finance department.

Conferencing and Facilities

\xc2\xb7 Assisting with the administration of our meeting room booking facilities (including conference phone, projectors cables, remote control, flipcharts, etc.)

\xc2\xb7 Preparing paperwork for bookings (key sign in sheets, equipment sheets, display papers, etc);

\xc2\xb7 Ensuring we always have enough copies printed of feedback forms, fire safety instructions, registration list, printing authorisation form etc.;

\xc2\xb7 Assisting with room set-up and conference support;

\xc2\xb7 Ensure that the photocopier, franking machine and other communal facilities are in good working condition;

\xc2\xb7 Highlight any issues with the communal facilities to the Facilities Manager

Bookings Administration

Covering the conference sales coordinator\xe2\x80\x99s annual leave. This will involve:

• Administrating the bookings for meetings and conference rooms, catering and technical equipment

• Managing booking enquiries through phone calls and emails, including web-generated enquiries

• Responding promptly to enquiries, and advising clients on bookings, including providing quotes

• Setting up new clients on the Booking System, creating new accounts and maintaining up-to-date client information

• Providing Booking Acknowledgements for the clients

Other responsibilities

\xc2\xb7 Working within the company\xe2\x80\x99s procedures and policies

\xc2\xb7 Working to improve the services we provide to tenants

\xc2\xb7 Working to improve the company\'s social and environmental objectives

\xc2\xb7 Covering for other members of the reception team when they are in training, on holiday, etc

\xc2\xb7 Attending company-wide events such as training events and the annual staff conference

\xc2\xb7 Additional Ad-hoc duties in accordance to the job role specified by the Office and Services Manager

This is a busy, demanding and responsible role that requires an individual with both customer service and practical skills, and a positive attitude. You are a welcoming, proactive, friendly, and organised person, who enjoys the challenges of being the first point of contact.

Essential skills and experience

\xc2\xb7 Has excellent communication skills and experience of communication with different groups of people

\xc2\xb7 The ability to act quickly and effectively using their own initiative

\xc2\xb7 To be a team-player

\xc2\xb7 Have good IT skills, particularly Microsoft Office software

\xc2\xb7 Good organisational skills and the ability to prioritise his/her work, multi-task and remain flexible

\xc2\xb7 To be trustworthy, personable and reliable

\xc2\xb7 A commitment to provide a good service to our tenants

\xc2\xb7 To maintain a professional standard of presentation and communication with colleagues and tenants at all times

\xc2\xb7 We would also like applicants to be committed to social and environmental issues.

\xc2\xb7 The ability to work alone adhering to the company lone working policy

Desirable skills and experience

\xc2\xb7 You have previous experience in a similar role

\xc2\xb7 You have experience of using booking software

\xc2\xb7 You have some knowledge of and interest in the social and environmental performance of buildings, particularly in relation to energy and water use, recycling, green commuting and accessibility

This is a permanent contract with a three-month probationary period. The post is part time based on 25 hours per week. The salary will be \xc2\xa315,535 a year (full time equivalent \xc2\xa323,302.50 a year). We are a living wage employer.

Benefits include 25 days holiday entitlement pro-rata for the first year in addition to all public bank holidays. We offer a 3% to 7% company contribution to a pension, a free company bicycle scheme with bicycle maintenance costs, season ticket loans, interest free personal loans, as well as other benefits.

Ethical Property Company