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Reception and Information Officer

Job Description

Salary: £11.50 an hour up to 20 hours a week flexible days with occasional Saturday

Duration: Expected start date July 2023

Internal Relationships: Close working relationship with the Full-time Reception and information Officer, Duty Officers, Projects Staff, Marketing and Engagement Officer, Finance Manager, Sports Officer and the Operations Manager. The successful candidate will be required to work weekends and an occasional day in the week as agreed with the Chief Executive. The postholder will be required to be the first point of call at the Selby Centre for any visitors.

External Relationships: Members of the public and Centre users, Selby Trust Licensees,Partner Organisations, and Sports Partnership Group. Support and develop relationships with licensees and other users.

Job Purpose: As the Reception and Information Officer, you will provide a welcoming and engaging community service at the Selby Centre, responding to the community needs. Selby Centre is an exciting community centre that has up to 4,000 visitors per week from a diverse cultural community. This role will involve:

· Welcoming Centre users and assisting with any queries

· Supporting the Marketing & Engagement Officer and FT Reception and Information Officer on car park hire

· Leading on room bookings and coordination of room and facilities set-up

· Providing information and relevant requirements to duty officers in setting up rooms and spaces for bookings

· Overseeing reception and upkeep of materials

· Taking messages and ensuring these are passed on

Specific Tasks:

· Opening and closing of reception

· Greeting, welcoming and directing visitors upon arrival at the centre

· Notifying personnel of any visitor arrival

· Liaising with Duty Officers for maintaining security and telecommunications system

· Answering or referring inquiries made in person, on the phone or via email

· Maintaining contact and making your presence aware to Centre users/Sports Hall users/Sports Advisory Group

· Managing correspondence in a timely manner

· Directing visitors by maintaining employee and department directories

· To stay abreast of the Selby Centre facilities to ensure that they are well-served, functioning well, making due payments and operating in a safe manner

· Maintaining security procedures so they are adhered too, monitoring logbook, and issuing visitor badges

· To update facilities hiring daily sheets using Salesforce software and chase up payments

· Keeps a safe and clean reception area by complying with procedures, rules, and regulations

· Stationary ordering and use of purchase order system for any other purchases

· Supports continuity with Operations Manager by documenting and communicating actions, irregularities, and continuing needs

· Supporting any events taking place on site with approved permission

· Obtaining information from outside sources, including Council services, partners and training provides

· Working with the Marketing and Engagement Officer to keep updated on materials present at the reception

· Administration of parking systems and databases (including Just Park) and liaising with Duty Officers on confirmed bookings

· Organising and promoting facilities available for hire

· Dealing with information, data and queries relating to the Skedda room booking system

· Providing support for the Marketing and Engagement Officer with tasks including social media and website updates

· To represent Selby Trust in professional manner at any meetings offering opportunities to community organisations and local residents.

· Sorting the incoming mails and posting outgoing mails

· Collecting and receipting card payments

· Other duties as necessary for the efficient operation of the practice (perhaps including the other duties as required)

Experience – Essential

· Experience of a customer service environment

· Excellent staff to staff communication, providing updates and handovers where necessary

· Proven experience as a Receptionist, Front Office Representative, or similar role

· Excellent written etiquette, and oral radio/telephone communication skills

· Excellent IT skills

· Data capturing and recording

· Be competent and accurate with MS Office and computerised diaries

· Collecting and receipting card payments

· Flexibility and adaptability to working pattern

Experience – Desirable

· Proven track record in delivering outstanding 5-star service within either a corporate or hospitality environment.

· Ability to deal effectively with colleagues at all levels

· Ability to deal with difficult situations and customers

· Ability to work in a team

· Experience of working in a professional setting with social media platforms

· Experience of updating a website platform

· First aid trained

· Health and safety registration

· Manages equipment and resources relevant to client hospitality

· Managing and maintenance of booking systems (I.e, Skedda)

· Salesforce software experience or similar – training will be provided

· Skedda room booking software experience or similar– training will be provided

· Working with AV and technical equipment

Skills – Essential

· Problem-solving.

· Ability to work under pressure.

· Attention to detail

· Adaptable attitude

· Excellent organisational skills

· Ability to multi-task

· Experience of working within a diverse community

· Ability to promote and safeguard the welfare of young people

· Experience of dealing with and maintaining front facing area

· Experience of liaising with colleagues at all levels

· Team working experience

· GCSE English and Mathematic qualifications, or an equivalent

· Can-do attitude to any required training opportunities

· Have an approachable manner – must enjoy engaging with persons of all status from both inside and outside the organisation

· AV/Technical experience

· Good interpersonal skills

Skills – Desirable

· Use of radio equipment

· Working with data and understanding data

· Dependability

Job Types: Part-time, Temporary contract, Temp to perm, Graduate
Contract length: 12 months
Part-time hours: 20 per week

Benefits:

• Bereavement leave
• Company pension
• Free parking
• Health & wellbeing programme
• On-site gym
• On-site parking
• Sick pay
• Transport links

Schedule:

• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• London: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (preferred)

Experience:

• Customer service: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Language:

• English (preferred)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person

Application deadline: 11/06/2023
Expected start date: 17/07/2023

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