Caffyns Vauxhall is looking for a part-time showroom receptionist at their Ashford business. The hours are 1pm to 6pm, Monday to Friday. This is a job share position so you must be able to cover holidays and, at short notice, sickness cover. There are also some administrative duties to cover during the quieter periods. Please see below for a more comprehensive job description and person specification.

MAIN PURPOSE OF JOB:

To ensure the efficient and professional provision of reception services to the branch.
To meet and greet visitors to the branch, professionally directing them as required.
To deal with all calls quickly and efficiently, passing the call to the relevant department effectively.
To look after and maintain a high standard of cleanliness in the hospitality area.

1) MAIN WORKING RELATIONSHIPS:
1.1) Accountable to:
Branch Administrator & General Manager
1.2) Relationship with:
Branch personnel
Customers
Telephone Callers
Manufacturer’s representatives
Caffyns’ staff
Visitors to the branch

2) OBJECTIVES AND KEY TASKS:
2.1 Reception:
To answer all calls to the branch and distribute to the relevant department.
To greet all walk-in customers and ensure they are directed as appropriate.
To deal with telephone enquiries professionally and efficiently, ensuring messages are passed to the relevant person/department as quickly as possible.
To log all calls and messages on “e-good manners” computer diary system.
To email messages to branch staff where necessary.
2.2 Hospitality Area:
To maintain the hospitality area, ensuring it is clean and tidy at all times.

3) OTHER DUTIES:
This list of duties is not exhaustive and other tasks and responsibilities will be required of the post-holder as requested by the Regional Administrator.

4) CONFIDENTIALITY:
All information relating to customers and the business is to be treated confidentially in line with Company procedures.

5) HEALTH & SAFETY:
Caffyns has an obligation under the Health & Safety At Work Act 1974 to provide safe and healthy working conditions. All employees are required to co-operate with management in discharging this responsibility and must take responsible care for the health and safety of themselves and others.

6) TERMS & CONDITIONS OF EMPLOYMENT:
Other terms and conditions are as reflected in the contract of employment and company policies and procedures, as amended from time to time and as governed by statute.
(A job description is a written statement of essential characteristics of the job, with its principal accountabilities, incorporating a note of the skills, knowledge and experience required for a satisfactory level of performance. This is not intended to be a complete, detailed account of all aspects of the duties involved).

Telephonist/Receptionist
Created by Jayne Gilbert
18/3/19

Caffyns plc
Person Specification
Part-Time Receptionist/Telephonist (job share)

QUALIFICATIONS

Essential
GCSE grade C or above in English or equivalent

Desirable
NVQ/SVQ levels 2 and 3 in Customer Service.

SKILLS REQUIRED

Essential
The ability to work efficiently with the public.
Able to convey information clearly & succinctly whether verbal or written
Able to establish effective working relationships with varied personnel
Able to work independently demonstrating initiative and pro-activity
Able to demonstrate sensitivity, diplomacy and tact
Able to cover holidays and sickness for job share person
Basic computer skills

Desirable
Knowledge of operating a switchboard
Knowledge of word processing and spreadsheets

PERSONAL ATTRIBUTES

Essential
Have a smart appearance
Excellent telephone manner
Able to maintain confidentiality
Ability to sometimes deal with difficult, impatient or distressed people
Efficient and well organised
Interest in the work of the organisation.

Created by: Jayne Gilbert
Date: 18.03.19