Receptionist / People Services Administrator

NTT DATA Business Solutions –

NTT DATA Business Solutions Group is part of the NTT DATA Corporate Group a top 10 global IT services provider, headquartered in Tokyo, operating in more than 50 countries. We combine a global reach with local intimacy to provide premier professional SAP services from deep industry expertise consulting to applied innovations in digital, cloud, automation, and system development to business IT outsourcing.

As a global SAP Platinum Partner, NTT DATA Business Solutions Group leverages its global expertise to deliver quality outcomes whether you are a multi-national or operate in a single country. With over 15,000 SAP experts across 31 countries, we have the capability and reach to help you solve real problems and seize the next opportunity for growth around your SAP strategy and operations.

Our global award winning SAP practice, differentiated by innovation is the undisputed leader in SAP S/4HANA. With about 500 SAP HANA clients and more than 300 SAP S/4HANA clients.

Our clients trust our deep experience and proven approaches - all around the world.

Position Description Overview –

To provide reception, ambassadorial services to the business and our internal and external colleagues and contacts by providing services that care for and meet the needs of the general employee population.

RESPONSIBILTIES AND EXPECTATIONS -

Front of House Reception and Offices:

• Make sure reception is presentable and welcoming at all times.
• Meeting and greeting visitors and clients. Providing refreshments on arrival.
• Answering calls and announcing to relevant person. Taking messages and relaying as appropriate.
• Organise and prepare for meetings/events – room booking/ set up, catering, projector set up, special requirements such as information packs and flip charts as necessary, including for board meetings and training sessions.
• Check meeting rooms twice weekly to ensure they are well maintained at all times and all facilities are operating correctly.
• Manage office supplies: coffee, tea, sugar, milk, as necessary for the kitchen and meeting rooms adjusting to ensure no overstocks and minimal waste.
• Liaising with third party vendors for office supplies.

Facilities Support:

• Encouraging staff to recycle – cardboard, paper, cans/plastic and glass in as per building re-cycling policy.
• Be the point of contact for reporting of issues in the office including broken equipment and furniture. Resolve as required with support.
• Be the point of contact for office maintenance and repair. Communicate with suppliers and Maintenance Company and escalate to management as required.
• Any other duties that to maintain office services and efficiency.
• Be the owner of the Health and Safety policy and processes. Escalate anything you think is unsafe. Manage the accident book and records.

Office Support:

• Sorting and distributing post and deliveries, delivering to recipients as quickly as possible. Notifying employees by email if a parcel has arrived.
• Sending outbound post, letters/parcels including special delivery e.g., invoices and payment vouchers, contracts etc. Book couriers as required.
• Ordering stationery items on request and keeping general items in stock. Raising purchase orders and keeping records of orders for accounts. Delivering specially ordered stationery items to the requester.
• Sending/ receiving laptops to our IT Department in Glasgow.
• Assisting with booking travel and hotels as necessary.
• Ordering taxis for Executive employees or clients via cost-controlled supplier.
• Manage office maintenance works/ maintenance and ensure that all outstanding items are dealt with efficiently and with proper attention to urgency to ensure standards of office maintenance are correctly adhered to.

People Support: 

• Administration of basic people function requirements; referencing, long service awards, event management, congratulation gifts, charity support, systems maintenance and data entry.
• Support for the L&D team such as creating and issuing Certificates to Delegates.
• Basic reporting as required.
• Hotel, accommodation and travel bookings for the senior Executive team and new joiners to the business.
• Assisting all departments with admin tasks as needed to ensure smooth running of the office.

CORE COMPETENTECIES -

This position offers variety, needs someone who is hardworking, flexible, and is quick to learn, and is a strong team player. A great role for a 'can do' person with a positive attitude who does not mind working alone at times.

Able to work in a fast-paced environment, with ability to multi-task. Must be very well organized with excellent interpersonal skills, with accuracy and strong attention to detail, you will be managing diaries and delivering a high quality, efficient and effective administration service.

Career opportunity for an individual who wants to develop a career in human resources.

• Proactive
• Positive Attitude
• Ability to work on your own initiative
• Punctual
• Willing to learn
• Good presentation and communication skills
• Experience of working in a team
• Friendly manner
• Computer literate

WORKING HOURS -

37.5 hours each week, Monday to Friday 8:30am to 5:00pm with 60 minutes unpaid for lunch. Hybrid working model. Part on-site part home.

WE OFFER -

• A competitive group pension plan, life assurance and income protection

• One “free Friday” per calendar month - effectively an extra 12 days holiday

• “work where it works” policy for the UK

• Private medical insurance.

• Cycle scheme, electric car scheme

• Some of these benefits may be available only after you have passed your probationary period

GENERAL -

The jobholder is expected to follow relevant policies, procedures and work instructions, and report to the appropriate superior if objectives cannot be met or a problem occurs, the resolution of which is outside the scope of their authority.

The jobholder is empowered with the necessary authority to make decisions appropriate to the execution of the responsibilities and tasks outlined. The above Job Description does not limit the employee in executing their job in concurrence with their main area of responsibility or other relevant jobs that they may be required to do.

NTTDATA Business Solutions is an equal opportunities employer