1. Date: June 2013
1.1Post Title: / JuniorReceptionist
1.2MAIN PURPOSE OF JOB
To provide a full reception and admin function for staff and visitors of Rose Street and to support the Operations Manager in the smooth running of the office.
1.3POSITION IN ORGANISATION
Name and position of Line Manager: / Operations Manager
1.4MAIN ACCOUNTABILITIES
- Answering the switchboard to all callers, identifying office called and ensuring messages are placed on voicemail in the event of person called not being available.
- Receiving all visitors and ensuring that they are directed to the appropriate person, offered refreshments or given general information as appropriate.
- Sorting and distribution of daily incoming and collection and franking of outgoing post.
- Maintain all office stationery and consumable supplies
- Circulating general enquiry e-mails to correct destination and replying to relevant general enquiries via post and e-mail where appropriate.
- Filing of the copies of agendas/minutes into appropriate master file after noting details of any meetings onto call sheet.
- Preparation of meeting rooms before all meetings – room layouts, drinks, cutlery etc. Also providing appropriate minute book, attendance register and note of apologies received for the meeting.
- Ensure all catering requirements are organised and liaise with external caterers
- Ensuring meeting rooms are cleared in a timely manner at the end of each meeting.
- Assisting the Operations Manager with basic IT queries and liaising with external support company
- Assist Operations Manager in general office maintenance and other housekeeping duties as required
- Acting as central point for recording any problems with fax machines printers and photocopying equipment, liaising with repair contractors to rectify faults. Responsible for ensuring adequate supplies of toner/ink are held on the premises.
- Assist Lead Receptionist with liaising with archive company who hold company’s archived files when material is collected or returned and also maintaining up to date record of archived material at Reception.
- Taking orders for various publications and events. Process payments as required.
- Exchanging gift vouchers for Theatre Tokens.
- Updating various department databases as required.
- Assisting other departments as and when required and available.
- Assisting Lead Receptionist in replying and processing tout letters.
- All other reasonable duties.
Person Specification – Junior Receptionist
Competency / Attributes – Customer Focus, Development, Relationships, Personal Effectiveness, Expertise, Communication Skills (if appropriate) / Essential/
Desirable
Experience / 1.1 / Minimum of 6 months experience in a busy office environment
Previous experience of working in an Arts environment / Essential
Desirable
Knowledge / 2.1 / Detailed knowledge of West End theatres and productions
Some geographical knowledge of London
Commitment to equality and diversity
Up to date knowledge of theatre websites / Essential
Desirable
Essential
Desirable
Skills/ Abilities / 3.1 / Excellent Interpersonal skills, friendly and outgoing
Numeracy
Commitment to remedy problems using own initiative
Diplomacy
Ability to quickly identify customer needs through effective questioning
Competency in Microsoft Office packages
Ability to work effectively as part of a team maintaining a positive outlook at all times
Strong organisational ability
Strong written communication skills
Use own initiative to complete tasks
Ability to roll up sleeves and take on any task / Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Qualifications / 4.1 / Educated to degree level or relevant experience
Foreign Language
Evidence of continuous personal development / Desirable
Desirable
Desirable