Administrative Assistant & Receptionist

Why you’ll love working here (HOOPP Thames):

• high-performance, people-focused culture
• our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves
• learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth
• participation in a DC pension plan
• top tier health and dental benefits, with 100% of premiums paid by HOOPP
• newly enhanced maternity/parental leave top-up up to 26 weeks
• access to live virtual wellness seminar
• free monthly consultations with HOOPP’s holistic nutritionist
• annual wellness benefit of 700 GBP
• the opportunity to contribute to HOOPPs overarching purpose of providing a financially secure retirement for healthcare worker

Job Summary

The Receptionist/Administrative Assistant is a crucial support role, acting as the first point of contact for our organization and ensuring a welcoming, organized office environment. A primary responsibility of this role is to support the Office Manager in maintaining smooth and efficient daily operations and providing administrative support to the senior leadership members. Responsibilities include, greeting visitors, handling inquiries, answering and routing incoming calls, calendar management, meeting coordination, e-mail correspondence, travel arrangements, invoice payments, expense reimbursements, event planning, file maintenance, preparation and distribution of meeting materials, and other general administrative tasks and inquiries requested. The role also involves coordinating meeting rooms, mailroom tasks, supporting office logistics, and maintaining common areas, all contributing to a cohesive and professional office experience.

What you will do:

• Welcome and escort visitors to meeting rooms
• Redirect all calls as required to the appropriate personnel or groups
• Maintain overall appearance of reception area, meeting rooms and communal area
• Manage complex calendar schedules and meeting co-ordination for internal stakeholders and external contacts by collaborating and working cross-functionally with other assistants.
• Organize all details for meetings and events, such as, meeting room bookings and invites, ordering catering, technical equipment set-up, material package distribution, and external guest registration
• Prepare and edit email correspondence, documents, presentations, and reports for distribution to internal stakeholders and external inquiries and ensures corporate standard guidelines are followed
• Co-ordinate and record notes for recurring team meetings and committees (prepare agenda, meeting minutes, decisions, matters arising, action items)
• Organize details for onsite and offsite events (strategy sessions, team building, divisional events, consultant workshops, and project celebration events)
• Work with Office Manager to configure logistics for on-site events
• Monitor deadlines and status of projects and requests as required
• Arrange all aspects of domestic and international travel arrangements (flights, accommodation, transportation, restaurant reservations, passport renewals, and visa applications)
• Assist the management team in onboarding new employees, as required (forms, hardware and software set-up, seating arrangements, preparation of orientation materials, file drive accesses, distribution lists)
• Prepare and submit reports and reimbursements for credit card and cash expenses
• Assist Office Manager to co-ordinate payments for vendor services invoices, subscriptions, memberships with the accounts payable team
• Oversee all aspects of registration and travel planning for conferences
• Attend and participate in monthly administrative meeting forums, team-building sessions, and skill training masterclasses
• Oversee and maintain an organized and accurate electronic and paper filing system
• Perform a variety of ad hoc project management duties and support as required
• Booking meeting rooms & Beverage Service for meeting room visitors
• Handle confidential information with discretion and professionalism.
• Serve as the primary point of contact for internal/external stakeholders.
• Provide administrative support to the Office Manager
• Receive and distribute incoming mail and packages and coordinate outgoing mail and courier services.
• Administer day pass cards for staff and visitors
• Update reception manuals, contact lists and other documents as required

What you bring:

• Demonstrated professionalism
• A friendly, approachable demeanor with a strong focus on providing excellent service and creating a positive first impression
• Ability to clearly communicate with all levels of staff within the organization to expedite action on behalf of the leaders and team
• Excellent computer skills for administrative support
• Strong attention to detail
• High level of accuracy in handling inquiries, scheduling, and managing administrative tasks.
• Good decision-making skills
• 3 – 5 years administrative support experience in a corporate business environment
• Ability to manage multiple tasks efficiently, prioritize workload, and maintain an organized work environment
• Ability to work with minimal supervision
• Proficiency in corporate software (MS Outlook, Word, Excel, PowerPoint, Visio, Adobe, SharePoint, MS Teams,) and video conferences (Teams meetings, Zoom)

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