Receptionist / Administrative Assistant

Department: STM Fidecs Central Services Limited

Location: Gibraltar

Reporting to: Office and Facilities Manager 

Direct Reports: None



 SUMMARY OF ROLE 

Provide general office support with a variety of clerical activities and related tasks. The receptionist will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, the flow of correspondence, requisition of supplies as well as additional clerical duties.

Key Responsibilities

  • Meeting and greeting clients
  • Organising refreshments and lunches
  • Booking boardrooms
  • Facilities management duties
  • Scanning documents on to the internal system (Navision)
  • Answering phones, transferring calls and taking messages
  • Dealing with ad hoc requests from clients and staff
  • Updating manuals
  • Preparing couriers
  • Photocopying incoming and outgoing faxes
  • Distributing incoming mail and recording outgoing mail
  • Keeping stationery stock incl. toners

Key Interfaces

  • Management
  • Clients and the general public
  • Contractors
  • Stationery Suppliers
  • Government offices
  • Caterers


Role Specification

QUALIFICATIONS

Core Competencies 

  • Numerate
  • Literate
  • Computer literate
  • Able to interact effectively with clients at all levels

Knowledge and Skills

  • Educated to GCSE level or equivalent, with passes in English
  • Ability to communicate in Spanish
  • Previous experience in a similar role
  • Familiar with the main office productivity software (MS Office)
  • Experience in an office environment
  • Attentive to detail
  • Presentable and outgoing in character
  • Excellent telephone manner

This is a full-time position. Days and hours of work are Monday through Friday, with variable shifts:
– 8:30 a.m. to 5 p.m.
– 9:30 a.m. to 6 p.m.

The tasks listed are not meant to be exhaustive and you may be asked to undertake other reasonable tasks of a similar nature, but which are not explicitly listed in the job description, and assist other teams with their portfolios.

Please note, this position is to cover a Maternity Leave and is for a fixed-term period of 6 months only. 

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