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MacTaggart Scott are looking to recruit a Receptionist (switchboard operator)/Administrator.  



In the role of Receptionist/Administrator you will provide an important first point of contact for the Company, meeting and greeting clients in a professional, welcoming manner, utilising proficient telephone skills and well-established verbal communication skills to ensure both internal and external customers have a positive experience.  This would suit someone with an approachable, open and engaging personality to enable light conversation with visitors and good internal communication with colleagues to establish good working relationships. Working co-operatively with others in the team to achieve a quality service by communicating openly and exchanging/progressing workload proactively, as required.


Day-to-day activities will include:

  • Answering the telephone in a professional friendly manner, screening callers, relaying messages and greeting visitors
  • Ensuring completion of visitor’s book, issuing passes and handling guests’ personal electronic devices in accordance with the company security requirements
  • Presenting customers with the company Health & Safety visitors’ video
  • Using various software applications, such as Microsoft Office; entering and amending data on ERP IFS system
  • Controlling, monitoring, ordering and distributing the company office stationery
  • Organising incoming mail for distribution to departments
  • Handling all outgoing mail, i.e. franking and organising special deliveries in time for delivery to Post Office/couriers
  • Efficient provision of administrative support to various departments, providing general administrative support to other areas of the business as required
  • Arranging travel (via Travel Agents), flights, hotels, itineraries, renewing passports and visas
  • Monitoring incoming emails enquiry inbox and forwarding as appropriate
  • Providing cover for other team members during holidays/sickness periods wherever possible and liaising in relation to holiday requests


Working Hours

Monday & Tuesday : 7:45am – 4:30pm, lunch 12:30pm-1:15pm


Skills and knowledge requirements:

  • Experience of operating switchboard / call handling
  • Working knowledge of Mitel IP System switchboard desirable (or similar)
  • Excellent telephone manner with strong communication skills
  • Effective gatekeeping / call screening techniques to establish priority and significance of incoming calls (with diplomacy); keeping calm during busy periods
  • Open, confident, friendly person with excellent interpersonal skills
  • Self-motivated with the ability to work on own initiative; ability to approach colleagues to offer assistance during quiet periods
  • Flexible and willing to take on additional tasks as and when required;
  • Good computer/IT skills and a working knowledge of Microsoft Office, particularly MS Word, Outlook and basic Excel;