The R&D Reception Administrator is responsible for providing a professional and customer focused reception service for staff and visitors to the 16th Floor Guys Tower Wing The post holder is required to act as the first point of contact for service users of the R&D departments services and facilities. To provide an efficient and effective visitor management service. This includes (but is not limited to the following responsibilities): To ensure the security and operational policy is followed at all times. To meet and greet guests in a professional manner and take responsibility for directing visitors to the most appropriate members of staff or correct meeting room To ensure all visitors are collected from reception or caf area by relevant staff member To carry out all the administrative duties required of the R&D Reception Administrator. This includes (but is not limited to the following responsibilities): To ensure the room booking policy is followed at all times To carry out all room bookings and manage the room, desk and visitor management system on a day-to-day basis To effectively manage the meeting room facilities and associated equipment To set up meeting rooms in a timely manner To identify and apply the correct room charges for each room booking To coordinate floor inductions for new starters To coordinate security access requests To collate leavers information, keys and security access cards and ensure records are updated and appropriate managers notified To escalate housekeeping/cleaning issues/repairs to the appropriate Trust department, keep an accurate record and follow up to ensure that the work is completed in a timely manner To ensure that all IT/AV equipment and office facilities are maintained, work appropriately and serviced as necessary as well as being able to troubleshoot in IT, resolving IT issues/connectivity etc To process and keep accurate records of invoices and signed contracts related to the R&D administration team To order and manage stationery, paper supplies and deliveries To ensure that the floor set up and close down process is correctly completed on a daily basis To collect and distribute post on a daily basis To carry out floor inductions on new starters including arranging their ID badges and access To manage the keys, storage facilities and locker allocation for staff members based on the 16th floor. To assist, arrange, set up meetings including minute taking for several regular meetings including Research and Development Operational Management Group (OMG), Research and Advisory Group (RAG), Patient and Public Engagement (PPE) and assist with other teams where necessary To update and maintain accurate distribution lists, contact lists and databases To respond to emails received in the generic R&D administration email account in a professional and timely manner To professionally deal with telephone queries received by R&D Reception Services and direct them to the appropriate member of staff To arrange and set up research team meetings and take minutes To coordinate and run research conferences and events To organise hospitality for research meetings, conferences or events when required To follow the Standard Operating Procedures (SOPs) related to R&D Reception Services To produce draft versions of SOPs for review before implementation To maintain appropriate filing and information systems and ensure that all documents, information and records are accurate and readily available To attend team meetings and ensure any issues are brought to the attention of the line manager To undertake any other ad hoc duties commensurate with the post, as delegated by the line manager The post holder is expected to work independently within clearly defined guidelines and processes, and adhere to all Trust policies