Casual Receptionist

Reporting to the Finance Officer, you will be the first point of contact for Bridges Centre. Your duties will include welcoming people who visit the Centre and coordinating bookings as well as other administrative tasks.

To be successful as a Receptionist, you should have a pleasant personality and understanding of customer service. You should be able to deal with emergencies in a timely and effective manner, whilst streamlining office operations. Ultimately, your duties and responsibilities will be to ensure the front desk welcomes guests positively, and executes all administrative tasks to the highest quality standards.

Main Duties:

Reception:

1. Greet and welcome visitors as soon as they arrive at the centre reception, including directing to the appropriate person and office

2. Liaise with hirers, and ensure that their requirements are met; e.g. correct room layout, and/or facilitate any changes to requirements, if required

3. Ensure that bookings are dealt with in an efficient manner, taking room bookings via email, over the telephone and face to face with customers, including issuing confirmations and conditions of hire

4. Maintaining accurate and up to date records

5. Work accurately with the in-house bookings system known as 'Avalon'

6. Answer, screen and forward incoming phone calls

7. Receive, sort and distribute daily mail/deliveries

8. Order front office supplies, including ordering consumables for the centre photocopier and keep inventory of stock

9. Office equipment / Photocopier - ensure that office equipment is fit for purpose and report issues as required

10. Selling of tickets for events and maintaining accurate records

11. Selling of items from reception - e.g. Drybridge house history books, electric car charger tokens, and processing payment using the appropriate method, such as using the card machine, handling cash, using the till

12. Encouraging gift aid donations and completing the relevant paperwork with the customer

13. Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)

14. Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges, staff signing in/out book)

15. Ensuring that any emergencies are dealt with in an effective and timely manner, including a roll call on fire evacuation

16. Liaising with departments / teams to ensure smooth running of reception, bookings and events

Publicity and information:

1. Ensure display screen slides are available to view on the flat screen television

2. Ensure display boards in reception area and entrance to building are all current and up-to-date

3. Produce and display signs when required e.g. Out of Order, Door not in use, Funeral reception etc

4. Ensure the 'What's On Guide' is kept up to date, and available on reception

5. Produce a list of forthcoming events on a regular basis, to be created, printed and distributed around the Centre

Other Duties:

1. To act as an ambassador for Bridges raising awareness of its charitable aims and objectives and enhancing its reputation through exemplary behaviour, conduct and team working

2. To attend meetings and training as required

3. Take all reasonable measures to follow all Health and Safety policies, procedures, and appropriate legislation as applicable, including personal accountability for the safety of self and others at all times

4. In addition to the duties and responsibilities listed, the post holder is required to perform any other reasonable duties that may be assigned by the Manager in addition to those shown above

(Evidenced by qualifications, application and previous experience)

1. Proven experience in a customer-facing role such as receptionist or similar role

2. Experience of being part of a team but also able to use own initiative when working alone

3. Excellent communication skills that include strong listening skills, written and verbal skills

4. Ability to remain calm under pressure

5. Attention to detail and excellent prioritisation, organisational and time management skills

6. Proficient use of Microsoft office package, in particular Microsoft Word, Excel, Outlook and Teams

7. Hands-on experience with office equipment (e.g. Photocopier, printers)

8. Experience of using a till and/or card machine, taking payments and cash handling

9. Professional attitude and appearance

10. Ability to be resourceful and proactive when issues arise

Personal attributes:

1. Friendly, helpful and courteous demeanour

2. Positive "can do" attitude

3. Ability to build positive relationships

4. Proactive, self-motivator who has the ability to work in a self-managed way

5. To be flexible to meet the demands of the role

6. Highly professional approach to all tasks

7. Flexibility to provide cover for absence and holidays within the reception team