Receptionist/Administration Support

Job Description

To provide a friendly and efficient front-of-house.
To take phone messages or other messages and record all phone calls.
To meet and greet clients and offer tea/coffee refreshments for meetings.
Arrange any catering requirements for meetings and CPD Lunch n Learn sessions.
Keep the boardrooms and meeting rooms tidy and properly resourced with stationery and refreshments at all times.
Ensure boardroom and meeting room equipment is set up for Zoom/Teams prior to meetings as required.
Keep reception area tidy, check client bathrooms ensure facilities are clean and replenished.
Arrange taxi bookings for staff and visitors.
Open and date stamp the post each morning and pass on to the relevant Director.
Arrange courier deliveries and record incoming deliveries.
Occasional hand deliveries of post.
Record all outgoing post and take to post office each afternoon.
Copy typing as requested.
Ko-Fax all incoming mail and save under relevant client or entity.
Ko-Fax bank statements and save under relevant client or entity.
Ensure a record is kept of all attendees attending in house CPD sessions.
Scanning of documents as requested.
Assist with travel arrangements as and when required.
Process foreign visas where needed when arranging travel.
Order office supplies/stationery from Amazon/Stephen Peck etc.
Arrange for shredding bins to be replaced.
Ad hoc duties such as arranging office Christmas activities/party/transport, Secret Santa.

Filing and general administration tasks.
Responding to and electronic filing of e-mails.
Copy typing/audio typing for client teams when required.
Assist HR Officer with CPD bookings and ensuring authorised signatory due diligence is kept updated.
To provide secretarial cover as required, for PA’s and administrative cover for office manager.
Administrative support for Corporate Social Responsibility (“CSR”) events, Charity support and Social Club related planning.

Meets or substantially meets all the key skills and experience requirements listed below.
Comply with internal policies and procedures as well as current legislation in respect of the current TCB Codes of Practice.
Any other reasonable task we ask you to perform from time to time.
Abide by Baccata Group policies and procedures, AML training as amended from time to time.
Action any tasks required by the board or committee of the board within the timeframe agreed by the board or committee.

Key skills and experience requirements
Must have entitled to work status in Jersey (i.e. minimum 5 years in Jersey).
Has a minimum of 5 years’ experience as a Receptionist.
Has a good knowledge of MS Outlook, Word, Excel
Experience in using TrustQuay Online and eDocs (document management system)would be advantageous, although not essential as training will be given.
Good communication skills, both oral and written.
Good organisational skills.
Good interpersonal skills.
An ability to work effectively with people across a wide range of levels and responsibilities.
Good attention to detail.
Good team working skills.
Good keyboard skills.
Good numeracy skills.
Good degree of accuracy.
Proactive approach and ability to work using initiative within boundaries.
A basic understanding of Jersey trust, company, foundation and limited partnerships law and other related legal and regulatory requirements (not essential).
The ability to maintain confidentiality.
Motivated and driven with an ability to work under pressure to tight deadlines.