Reception Manager

The Minster Centre is a registered charity based in Queens Park, London NW6 that trains psychotherapists and counsellors and provides an accessible therapy service. As an accredited higher education organisation, we provide in-person and online courses throughout the week and weekend. The Minster Centre provides a psychotherapy and counselling service to the local community and has a number of rooms that are hired out for therapy, training, and events.
The Reception Manager is a critical and central role at The Minster Centre, providing a welcoming service to students, room hirers, therapy clients and staff members that is efficient and aligned with The Minster Centre’s Ethos. As part of this role, you will provide first-line support to tutors and students as well as undertake administrative duties crucial to the running of the Centre. You will also provide support to other staff members where appropriate.
The Minster Centre is a small, friendly organisation and the Reception Manager needs to be an adaptable and flexible person who enjoys teamwork within a continuously evolving environment. The Reception Manager role is varied, and you will be expected work with initiative and autonomy to respond to the needs of the Centre.
The ideal candidate will have previous administration and front of house experience to help ensure that all building users (students, room hirers and clients) are welcomed, that the building is available and set up for training and therapy services, and that the building is closed and secured at the end of the day. Furthermore, they would be organised, have excellent IT skills and knowledge and, ideally, practice of using Zoom. They will have the ability to work calmly and efficiently under pressure. In addition, they will be able to work autonomously on various tasks and work well in a team. This is a great opportunity for someone with relevant transferable skills to develop those skills further.
Duties and responsibilities:
Reception:
- Oversee and manage the Reception Team.
- Ensure that Reception is always covered by organising a reception rota that covers absence, holidays, etc.
- Ensure the following Reception duties are delivered:
- Working with the Facilities and Membership Manager, source and organise suppliers to meet the various facility needs of the building.
- Receive visitors.
- Set up for events and assist with special or evening events when requested.
- Ensure there are adequate supplies of daily refreshments and organise catering for specific events.
- Respond appropriately to emergencies.
- Co-ordinate access to the building, opening and closing of the building.
- Answer, screen and forward incoming telephone calls, and provide basic information when needed.
- Deal with room booking enquiries and bookings for events.
- Manage petty cash.
- Order stationary and other supplies as requested.
- Deal with customer queries or complaints politely and positively.
- Keep the reception area tidy.
- Undertake data entry tasks, or similar, in quiet periods.
- Ensure that the building has adequate cleaning by working with the Facilities and Membership Manager in communications with Total Clean.
- Manage the room booking system, including the processing of invoice figures in communication with Finance Assistant/Credit Controller.
- Organise and keep track of First Aid and Fire Marshal trainings.
- Conduct daily spot checks of the building and report any significant problems to Facilities and Membership Manager.
- Undertake small repairs of damaged equipment or fixings.
- Field/triage general IT Support emails with the IT Team.
- Diagnose and resolve equipment issues on site.
- Support tutors and office staff with basic Office apps, Moodle, Zoom queries (support and training can be provided).
- Provide IT support for tutors facilitating Zoom teaching sessions.
- Manage and troubleshoot zoom sessions.
- Manage tutor Zoom accounts.
- Schedule Zoom sessions.
This is not an exhaustive list of duties and responsibilities. The post holder may be required to undertake other duties which fall within the ambit of the role, in discussion with the Director or Deputy Directors.
The post holder is expected to comply with all relevant policies, procedures and guidelines of The Minster Centre, including those on Equal Opportunities, Health and Safety and the Data Protection Act.
Full details of specific responsibilities and person specification are outlined in the job description which can be found on our website.