Administrator / Receptionist in Bury St Edmunds

As a Receptionist / Administrator, you will play a key role in delivering a high‑quality, customer‑focused reception service. You will bring a professional, positive, and helpful approach to every interaction, consistently providing a warm welcome to visitors and contractors. In this role, you will also build strong working relationships across the business, including with the People team and the Health & Safety team, helping to create a supportive and well‑connected workplace environment.

What You’ll Be Doing:

• Manage the switchboard, answering and transferring calls or taking messages as appropriate.
• Monitor and manage the Reception and Enquiries Outlook inboxes, responding or forwarding queries as required while remaining mindful of cyber security practices.
• Welcome and sign in visitors and contractors, ensuring Health & Safety forms or the Assure system are completed correctly; check identification, issue PPE, and notify the relevant host of their arrival on site.
• Issue access cards and maintain the associated electronic access control system.
• Maintain adequate stock levels of PPE at Reception, organise returned PPE, and clean safety glasses for reuse.
• Support the Engineering & Facilities team and Health & Safety team with Permit to Work processes and Contractor Inductions.
• Receive incoming post and deliveries, sorting and distributing them across the business; manage outgoing mail and ensure daily collections are completed.
• Scan and electronically file completed Health & Safety forms, ensuring Reception electronic files are organised and up to date to maintain continuity.
• Maintain high standards of housekeeping in the Reception area, ensuring it remains tidy, presentable, and compliant with Health & Safety requirements; liaise with the cleaning team regarding any additional cleaning needs.
• Assist colleagues by reporting maintenance or cleaning issues to the Facilities Team Leader or directly to the Cleaning team.
• Support the cleaning team, when required, by helping to maintain the cleanliness and presentation of the Staff Kitchen and The Hub, including loading and unloading dishwashers and ensuring tables and communal areas are tidy and clean.
• Place orders for cleaning supplies, stationery, and refreshments (tea/coffee), following the purchase order and invoice process and ensuring expenditure remains within the allocated budget.
• Coordinate annual leave within the Administrator Receptionist team to ensure continuous Reception coverage and the smooth running of front‑of‑house services at all times.
• Provide flexibility to cover absences within the Administrator Receptionist team, with support from the wider Reception cover team across the business.
• Provide on‑the‑day support for Occupational Health appointments when required, assisting the People Team and Occupational Health Nurse.
• Support the People Team and departments in welcoming new starters on their first day, ensuring access cards are prepared and issued; where workwear is required, liaise with the Facilities Team Leader to ensure uniforms are ready.
• Assist with the distribution of PPE as required by the Health & Safety team.
• Provide ad‑hoc administrative support to departments as agreed, such as scanning documents, placing orders, and inputting data into Skillstation.
• Liaise with catering providers regarding hospitality bookings in “The Hub”, forwarding completed booking forms received by Reception and ensuring requirements are acknowledged and understood; provide feedback on the catering service to the Facilities Team Leader when appropriate.

What We’re Looking For:

• 5 GCSEs or equivalent to Grade C (4) or above (including English and Maths).
• A minimum of 12 months working in a customer‑facing role.
• Strong organisational skills with the ability to prioritise tasks, manage changing demands, and take a proactive approach.
• Excellent interpersonal skills with the ability to build positive working relationships across the business.
• High level of discretion and ability to handle confidential information with sensitivity and professionalism.
• Excellent verbal and written communication skills.
• Strong attention to detail combined with a friendly, approachable, and helpful manner.
• Proven ability to manage workloads effectively and meet tight deadlines.
• Ability to work confidently and effectively independently, including when working alone for extended periods, while maintaining high standards of professionalism and responsibility.

What We’ll Do For You:

We offer an excellent package which includes a competitive salary; a generous holiday entitlement as well as the opportunity to purchase additional holiday; we also offer a discretionary annual bonus, BUPA medical and dental schemes, pension scheme with 9% employer contribution, life assurance, group income protection, SAYE schemes and free shares. With the encouragement and development you need, we help you to become your ultimate you. Beyond building a successful career, we also support the wishes and ambitions of our staff outside of the office in achieving a health work/life balance - the wellbeing of our staff is paramount to us, which we actively promote and support by regularly delivering a variety of wellbeing initiatives and offering responsibility based flexibility. There will also be opportunities to be actively involved in community and charity projects and to take part in numerous subsidised social events.

Polite Notice: We politely request that we are not contacted by any recruitment agencies. We have a preferred supplier list and high volumes of speculative calls from agencies negatively impact upon the efficiency of our business. Please help us to maintain the highest levels of customer service by respecting our wishes.