Job Title:Front of House Co-ordinator

Department: Operations - Facilities

Location:London

Closing Date:3rd February 2013

About Teach First

Teach First is an education charity working in partnership with schools and other organisations to break the link between low family income and poor educational attainment. We recruit high calibre individuals and match them with primary and secondary schools in challenging circumstances where they teach for a minimum of two years. Teach First enables its participants and ambassadors to raise the achievement, aspiration and access to opportunity of children from low socio-economic backgrounds, whilst developing a network of leaders with a life-long commitment to ending inequality in education from both inside and outside the classroom

For more information on the work we do and which regions we operate in, please visit

Job Purpose

  • To take ownership for the Teach First Front of House function ensuring an excellent level of service to all stakeholders – by speedily completing requests and dealing with incoming calls and visitors timely, politely and in a pleasant fashion.
  • Improve Front of House role by reviewing and developing new processes & procedures to provide an excellent front of house experience for visitors and employees of Teach First.
  • Experience of documenting Front of House processes & procedures and preparation for publication on the organisations Internal Intranet, ensuring quality control and sign off with relevant interdependencies.
  • To lead on meeting room coordination by ensuring meeting room booking requests are managed in a timely fashion, offering solutions where meetings rooms are busy.
  • Administrative support for the facilities team incorporating compilation and management of a variety of excel based registers.
  • First Aider and Fire Marshall Provision – training will be given for the right candidate for those not holding a currently certificate.

Key Accountabilities

Front of House Coordination

  • Act as first point of contact for callers to the switchboard, transferring calls and dealing with queries and enquiries promptly.
  • Meet and greet all guests and visitors in a confident, welcoming and professional manner ensuring a warm experience to Teach First, and update employees in a timely fashion on guest arrivals.
  • Ensure that the reception area kept clear and tidy at all times.
  • Communicate with building management teams, as necessary.
  • Ensure that the breakout kitchen area is kept tidy and that there is no build-up of dishes and crockery in sinks and other areas.
  • Liaise with facilities team with regards to necessary cover and support.

Meeting Room Management

  • Proactively co-ordinate meeting rooms, organising and confirming booking arrangements and liaising with facilities and IT to ensure meeting room requirements are met.
  • Take a proactive approach to ensure that meeting rooms are kept at a presentable standard at all times carrying out regular inspections throughout the working day.
  • Ensure that all meeting room furniture and equipment is in working order and liaise with Facilities/IT teams to address any issues.
  • Book subtenant meeting rooms.
  • Communicate efficiently any room set up and meeting room support with other facilities team members.

Team Administration

  • Provide administrative support to the facilities team as required with.
  • Experience of MS word, Excel & PowerPoint.
  • Support the facilities team to develop strategy, communication, and procedural and project management plans.

Health & Safety

  • Within the scope of the role ensure that Health and Safety considerations are adhered to.
  • First Aider responsibility (on completion of probationary period).
  • Fire Marshall responsibility (on completion of probationary period).

Technical Competencies

  • Front of House, switchboard and customer service experience.
  • Energy & enthusiasm to own the role & confidence to suggest new ways of working.
  • Professional and welcoming communication style to ensure all our visitors are pleasantly greeted.
  • Basic knowledge of Health and Safety (additional training may be available).
  • Experience ofworking within a busy administrative team.
  • Excellent interpersonal skillsand the ability to speak with employees at all levels of the organisation.
  • Good sense of initiative to devise new systems that increase efficiency and effectiveness.
  • Strong networking skills to build upon relationships with building management, logistics and security.
  • Excellent attention to detail.
  • Team player who is responsive to changing priorities and demands on other members of the team.
  • Self-motivated with the ability to work independently and flexibly.
  • Able to maintain a high level of confidentiality.
  • Ability to work well under pressure and multitude of tasks and deadlines.
  • IT literate (particularly Word, Excel & PowerPoint).

Competencies Required

Commitment

Championing Teach First

  • Demonstrates a passion for what Teach First aims to achieve.
  • Can describe the Teach First mission and values and the vision and goals for their area and how their work fits into them.
  • Clearly demonstrates the Teach First values of Integrity, Commitment, Collaboration, Excellence and Leadership in their interactions with colleagues and stakeholders.
  • Represents Teach First professionally.

Achieving results

  • Makes day to day decisions to support the team and focuses on the task in hand.
  • Recognises when to work under own initiative and when to confer.
  • Efficiently resolves queries.
  • Provides correct information to the team to help them to make the right decisions.
  • Takes personal pride in achieving high standards and excellent results, striving to go above and beyond expectations.
  • Uses most appropriate tools, processes and applications to achieve results e.g. excel, word, project planning tools.
  • Aware of costs, and resources & uses efficiently.

Integrity

Managing and developing self

  • Takes personal accountability for behaviour and actions.
  • Demonstrates a positive ‘can do’ attitude.
  • Shows respect, humility and discretion in working with others.
  • Responds to situations calmly, flexibly and appropriately, displaying resilience particularly when faced with challenge, changing workload and/or setbacks.
  • Understands the need for resilience, taking responsibility for managing it and seeking support if needed.
  • Implements learning from development opportunities.
  • Reflects on performance to build an awareness of personal strengths and weaknesses and seeks support and guidance where needed.

Seeking, accepting and giving feedback

  • Receptive to feedback given to them, responding positively and constructively.
  • Gives constructive feedback to others.

Collaboration

Communicating and influencing

  • Uses a professional tone which is open, responsive and flexible and is appropriate to the audience.
  • Provides a clear rationale behind an idea or suggestion and communicates in a structured logical order which is easy to understand.
  • Follows up and follows through on all communications.

Developing relationship and team-building

  • Identifies how to work most effectively with others, showing flexibility and adaptability to their different styles.
  • Actively builds rapport and works collaboratively with other team members, developing a good network.
  • Takes accountability for their role within the team.
  • Willingly supports others to achieve projects.

Excellence

Prioritising, planning and organising

  • Prioritises day to day tasks to meet own and team’s objectives most efficiently.
  • Demonstrates a good understanding of own objectives and work load and provides updates on progress.
  • Manages data and administration processes.

Innovating, adapting to and managing

  • Implements new ways of working with support where needed.
  • Applies a sense of possibility to their work.
  • Takes advantage of opportunities to positively affect change.

Leadership

Managing, empowering and developing others

  • Provides administrative processes to enhance efficiency and cohesion in the team and allow them to perform at their best.

Providing strategic direction and vision

  • Awareness of the organisations strategic mission and vision and has an understanding of the direction of Teach First.

Location

National Office, 4 More London Riverside, London SE1 2AU

Salary Band

£ 19,010, increasing to £ 21,460 on successful completion of the 6 month probationary period* *Roles based in London will also receive the £3,000 London Weighting Allowance

Benefits

Teach First’s core benefits include 27 days holiday per annum (7 of which must be taken during the two weeks of Christmas and New Year office closure), participation in the pension scheme via Salary Exchange (with an employer contribution of up to 6%), life assurance, income protection and private healthcare. Through our flexible benefits platform access to childcare vouchers, interest free travel season ticket loan, subsidised dental membership, health screening, discounted gym membership, travel insurance, GAYE and the option to buy/sell annual leave.

How to Apply

Please send a CV and cover letter to , demonstrating what attracts you to Teach First, how you meet the competencies required and what you will personal attributes you will bring to the role.