Reception and Contract Support Officer

Location: Birchwood, WA3 7PB
Hours: Evenings & Weekends: Part time 26 hours per week
Salary: £17,333.00 per annum + Excellent benefits

The purpose of this role within our Electronic Monitoring team is to act as the first point of contact for all visitors, employees, and clients, fostering a welcoming and professional atmosphere. They will ensure the reception area is consistently maintained to a high standard of cleanliness and customer care, always reflecting a professional and positive image of the organization. This role also contributes to the efficient operation of the office by providing comprehensive support across administrative, facilities, and financial functions. 

The front of house Customer service representative is the first point of contact and the face of our company. They play a vital role in shaping the experience of every client and visitor, whether in person or over the phone. As the initial touchpoint, their conduct sets the tone for how our business is perceived. 

Their professionalism and knowledge are key to creating a positive and lasting first impression. A welcoming and well-informed front of house representative not only reflects our company’s values but also acts as a unifying presence across teams, helping to foster a cohesive and connected workplace. 

What you’ll do:

Reception & Access Control 

• Greet and assist all visitors informing them about parking and the facilities, ensuring a positive first impression. 

• Issue and manage ID badges for staff and visitors. 

• Allocate and manage car park fobs, including system updates and documentation. 

Office Supplies & Facilities 

• Manage and log deliveries then inform recipient. 

• Liaise with suppliers for pantry, stationery, cleaning products, milk, and fresh fruit. 

• Conduct weekly stock checks and place orders as required. 

• Ensure high standards of site presentation and cleanliness are always maintained and water plants fortnightly. 

Administrative Support 

• Coordinate LWD (Lone working devices) collections, returns, storage and liaise with the LWD admin team. 

• Scan and file key documents including sign-in sheets, kitchen/toilet checklists, utility bills, and rent documents. 

• Book and log Courier requests in a timely manner. 

• Centralized printing and posting services for all departments.  

• Manage incoming and outgoing post, including franking and use of the MBA portal. 

Finance & Procurement 

• Manage purchase orders (POs) and P-card transactions. 

• Coordinate taxi bookings upon approval. 

• Process field staff overtime and manage queries. 

• Maintain stock levels for OCC peripherals and staff uniforms. 

• Provide Financial support to field operations. 

• Support and liaise with external vendors, guided buying and financial directors.  

Meetings & Events 

• Book and manage the meeting and training rooms. 

• Organize and manage catering for meetings and Long Service awards buffet. 

• Coordinate and run charity events.  

Facilities & Security 

• Log and monitor building maintenance issues. 

• Maintain car parking records and resolve related issues. 

• Ensure accuracy of PGI, security protocols, notice boards, and key dates. 

• Manage off-site storage facilities. 

Communication & Records 

• Answer and direct all incoming calls professionally. 

• Daily monitoring and management of ‘Dornoch. Reception’ mailbox and any other shared mailboxes as required 

• Support the leavers process 

• Investigate and collate the information to process SOPs.  

• Perform any other duty reasonably required by the line manager adequate with the role. 

What you’ll bring:

• Excellent communication and interpersonal skills 

• Proficiency in Microsoft Office and administrative systems 

• Attention to detail and a proactive approach 

• Ability to maintain confidentiality and professionalism with respect.  

• Demonstrates strong team coordination skills. 

• Organisational skills with the ability to manage a variety of tasks, and prioritise own workload to meet specific timescales 

• Demonstrates initiative, enthusiasm, and commitment to high quality standards. 

Join us, and help make a measurable difference every day.

• Holidays: Up to 25 days plus bank holidays (pro rata)
• Pension: Up to 6% contributory pension scheme
• Training and development: A wide range of learning opportunities with over 1,100 internal courses available, funding for qualifications and apprenticeships, mentoring opportunities, and a focus on internal progression.
• Health and wellbeing: 24/7 Employee Assistance Programme, Bupa Anytime HealthLine, wellbeing app, Simplyhealth cash plans to claim back money towards healthcare costs, 30% off at Serco-managed leisure centres.
• Discounts: Save across around 1,000 retailers, from food and clothing to days out, entertainment and travel.
• Employee networks: Dedicated networks where colleagues can come together to find support, share challenges, discuss ideas, network and be part of a community.
• Charity: Support a charity or organisation with a paid volunteering day each year. You can also choose to donate to your favourite charity tax-free, through our Payroll Giving Scheme.