Receptionist and Business Support Assistant

Job Introduction

The starting salary for this role is £26,777 per annum, working 36 hours per week.

This is a 6-month fixed term contract/ secondment opportunity.

We are hiring a new Reception and Business Support  Assistant to join our fantastic Business Support team at Surrey Fire and Rescue. The team are based at Woodhatch Place, Reigate and play a key part in supporting the Fire and Rescue service. We are the first point of contact for all of those coming to our headquarters.

Rewards and Benefits

• 26 days’ holiday (prorated for part time staff), rising to 28 days after 2 years' service and 31 days after 5 years’ service
• Option to buy up to 10 days of additional annual leave
• An extensive Employee Assistance Programme (EAP) to support health and wellbeing
• Up to 5 days of carer’s leave per year
• Paternity, adoption and dependents leave
• A generous local government salary related pension
• Lifestyle discounts including gym, travel, shopping and many more
• 2 paid volunteering days per year
• Learning and development hub where you can access a wealth of resources

About the Role   

You will be part of the larger business support team but your main responsibility will be to oversee and coordinate our front desk and reception area. This role includes answering phone calls via a switchboard, which are mainly non-emergency but can occasionally include emergency calls. You will direct visitors to the correct person or location on site, ensuring that all health and safety and security measures are explained and implemented.

Additionally, you will be responsible for the production and allocation of all service ID cards, administering room bookings, setting up meeting facilities, and maintaining relevant information and procedures. You will answer emails that come into both your individual inbox and various generic inboxes in a timely manner, and direct other emails and communications to the correct department or person.

You will manage our post room and all outgoing and incoming mail and deliveries, oversee all stationary supplies, and ensure that tools are available for others to complete their roles. You will also undertake a variety of administration tasks and projects that support the Business Support Team and the wider service, such as typing reports, letters, and minutes of meetings, and completing finance requests.

As part of the business support team, you will meet people from across the service and will gain a wealth of knowledge through interaction with teams and involvement in supporting all. Your networking and collaborative working will naturally grow your skill base and allow for the potential for future growth.

Shortlisting Criteria  

To be considered for shortlisting for this position, your application will clearly evidence the following:

• An experienced background in using switchboard systems
• A strong customer service background along with a natural, friendly, and welcoming manner
• Be confident and have experience in Microsoft/Office365 (Word,Excel, Powerpoint etc)
• The ability to communicate clearly and calmly in a variety of situations
• The ability to remain calm and methodical in challenging situations

As part of your application you will be asked to upload your CV and answer the following application questions:

1. What has motivated you to apply for this role?
2. Can you describe the types of switchboard systems you have used in your previous roles? How did you ensure efficient handling of calls and messages?
3. Can you describe a time when you had to manage a dissatisfied customer? What steps did you take to resolve their issue and ensure their satisfaction?
4. Can you describe a situation where you had to communicate clearly and calmly in a challenging environment? How did you ensure that your message was understood and the situation was resolved methodically?

Contact Details  

Please contact us for any questions relating to the role. This could be to discuss transferable skills or any barriers to employment.

For an informal discussion please contact Matthew Millar by e-mail at matthew.millar@surreycc.gov.uk.

The job advert closes at 23:59 on 28/05/2025 with interviews to follow.

Our Values 

Our values are as important as our abilities and shape who we are as an organisation. Discover more about our values. 

Before submitting your application, we recommend you read the job description. Our Life at Surrey handbook provides insights of the culture at Surrey and how as a valued employee, you can help shape our Council.

Our Commitment 

Surrey County Council is proud to be a Disability Confident Employer. A guaranteed interview will be offered to all disabled applicants where: 

• The candidate has evidenced the minimum criteria for the role through their application 
• The candidate has chosen to share that they have a disability on the application form 

Our application form and onboarding process will provide an opportunity to request any reasonable adjustments for the interview and/or the role. We want to be an inclusive and diverse employer reflecting the community we serve and particularly welcome applications from all underrepresented groups.