Part-Time Receptionist / Administrator

As Part-Time Receptionist/Administrator, you will be the welcoming face of Carron House, providing a professional and friendly first point of contact for visitors, colleagues and external partners. Supporting both reception and administrative activities, you will help ensure the smooth day-to-day running of the office by delivering excellent customer service, maintaining efficient communication processes and providing valuable support to the Finance team. Through a proactive and organised approach, you will contribute to a positive workplace experience for colleagues and visitors alike.

Key responsibilities:

• Provide a professional, welcoming reception service for all visitors to Carron House, offering assistance as required and maintaining a well-presented reception area.

• Manage incoming telephone calls effectively, liaising with internal and external callers in a courteous and helpful manner.

• Provide telephone cover for Head Office reception during periods of leave and co-ordinate daily lunch break cover where required.

• Process incoming and outgoing mail, including parcels, promptly and efficiently.

• Sort and distribute mail to departments, open and scan mail to recipients where required, and manage outgoing mail through the franking machine.

• Assist with circulating Carron House communications.

• Manage Carron House meeting room diaries.

• Provide timely and accurate support to the Purchase Ledger team by sorting, scanning and reviewing incoming invoices.

• Create invoice templates where required and complete document reviews of invoices.

• Contact suppliers to obtain purchase order numbers or return invoices where the required details are missing or incorrect.

• Reconcile supplier statements as required.

• Maintain stationery supplies for Carron House and raise purchase orders on Integra as required.

• Assist the Finance PA/Marketing Administrator with stock audits.

• Co-ordinate annual leave cover with the other Carron House part-time receptionist.

What we're looking for:

We are looking for someone who enjoys working with people and takes pride in creating a positive first impression. You will be approachable, professional and naturally helpful, with the confidence to engage with a wide range of visitors, colleagues and suppliers.

You will be highly organised and dependable, able to manage a variety of tasks while maintaining accuracy and attention to detail. Comfortable working independently, you will take ownership of your responsibilities and use your initiative to solve problems and support others when needed.

Skills & Qualifications:

• Good communication and interpersonal skills

• Experience in a reception, switchboard or administrative role

• Good working knowledge of Microsoft Office

• Organised, with a practical approach to managing a varied workload

• Good attention to detail

• Confident working independently and managing routine tasks

• Ability to handle confidential information appropriately

• Full Driving Licence, valid in the UK is preferred but not essential

• Full UK Working Rights

What Forth Ports can offer you

At Forth Ports, our people are our priority, and we are committed to creating a flexible, open, and supportive working culture. As part of our team, you will enjoy

• A competitive salary

• Discretionary bonus

• Generous annual leave entitlement

• Defined contribution pension scheme with up to 16.5% joint contribution plus life assurance at 4x salary

• In‑house Occupational Health — Provides professional workplace health advice, support, and guidance for employees across all sites

• Employee Assistance Programme (EAP) — Delivered through Health Assured, offering 24/7, 365‑day confidential wellbeing support via the Wisdom app or telephone access, covering mental health, financial advice, legal guidance, and emotional wellbeing

• Physiotherapy Support — Access to physiotherapy sessions through three external providers in Scotland, plus an onsite physiotherapist once per week in Tilbury

• An annual Christmas thank you gift of a complimentary turkey or meat-free alternative for all employees

• GymFlex health club memberships offering discounted access to gyms including Nuffield Health, PureGym, Anytime Fitness, The Gym Group, and selected local gyms

• Cycle to Work scheme to support affordable, sustainable commuting

• On-site free parking available for all employees

• Attractive family-friendly policies, including enhanced maternity cover

• Employee discount platform providing savings on UK-wide restaurants, retail, car rentals, days out, and holidays 

We value diversity and inclusivity, and we are an equal opportunities employer. We welcome applications from candidates of all backgrounds and will consider all applications for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, or disability status.

As a signatory to the Armed Forces Covenant, we are committed to ensuring that members of the Armed Forces community are treated fairly and are not disadvantaged in their civilian careers because of their service.

We welcome applications from veterans, reservists, cadet force adult volunteers, and military spouses/partners, and we actively support flexible and inclusive recruitment practices.

How to Apply:

Please submit your CV and a cover letter when submitting your application via the ‘Apply Now’ link.