Receptionist

Summary Job Purpose:

To ensure a welcoming and safe service to all visitors to Cecil Sharp House, assisting with the smooth

running of all the Society’s administration, communications and sales activities.

KEY RESPONSIBILITIES:

RECEPTIONIST & GENERAL ADMINISTRATION

● To provide a welcoming, safe and efficient reception and general information service to all

visitors & hirers at Cecil Sharp House.

● To administer entry to the Vaughan Williams Memorial Library

● To ensure that the main entrance and lobby areas are always presentable and safe and to liaise

with the Caretaker or Venue Operations Manager when necessary throughout the day on

maintenance issues.

● Be aware of and adhere to security legislation and best practice

● Where possible, to assist the Caretaker in setting up rooms and equipment for hirers before the

building opens to the public each morning.

● Acting as the first point of contact for all face to face and phone enquiries forwarding to the

appropriate member of staff when needed.

● To assist the Operations Director in the implementation, development and ongoing maintenance

of visitor services & security procedures and policies for this position.

● To ensure the smooth and efficient running of all the administrative functions within the

Receptionist remit such as lost property queries, logging deliveries, receiving and sorting post,

and preparing post for collection.

● To help ensure that the EFDSS recycling and waste disposal procedures are adhered to by

visitors and staff.

● To understand the procedures for other administrative functions within the Society such as Hires

and Membership so that enquiries related to those areas can be dealt with when necessary.

● To work within the guidelines of the EFDSS Records Management Policy, ensuring any

information keeping and data cleansing which may be appropriate to post and ensuring that any

records kept adhere to General Data Protection Regulations.

● To complete an End of Shift report summarising the day’s events including number of visitors to

Vaughan Williams Memorial Library and other organisations/activities within Cecil Sharp House

eg. the cafe, classes, events and workshops and details of tickets sold.

● Monthly first aid checklist/ordering stock.

● Knowledge of the fire detection system/carrying out evacuations of the building.

● Maintaining disabled access memberships and reserving seats/parking spaces as required.

● To be a key holder for the building and check that fire exits are unlocked prior to opening each

morning if a Duty Manager/Caretaker is not on shift.

● Liaise with the marketing team to ensure that all promotional print material in the house is kept

well stocked and up to date.

● To take sales on the telephone and in person within specified working hours, ensuring a

consistent level of service in a courteous manner

● To monitor and answer emails to the box office.

● To open the box office at the start of each day, checking that the computer and chip and pin pad

are all working

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● To ensure the reception area is tidy and well-presented throughout the day, restock and reorder

items when necessary.

● To listen to answerphone messages and to call back customers throughout the day.

● To prepare merchandise sales for postage.

● Ensure a smooth handover of events outside working office hours to the Duty Management team

in order to offer first class service to visitors, external promoters and internal stakeholders

● To support the Operations team with any public events happening during their working hours.

● Be informed about the retail products, including books, CDs & educational resources, to impart

knowledge to customers.

● Dispatching orders, organising stock and carrying out quarterly stock takes.

● Responding to customer queries about retail items, orders and dealing with any issues that arise.

● Encouraging visitors to sign up to the EFDSS mailing list, to make donations and to gift aid

donations where appropriate.

● Updating stock with new products as and when needed.

Other

● Be an Ambassador for the Society.

● Carry out any other duties that may be reasonably requested.

Job Types: Full-time, Permanent

Pay: £23,933.00 per year

Benefits:

• Casual dress
• Cycle to work scheme
• Discounted or free food

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus scheme

Work Location: In person

Application deadline: 20/05/2024
Reference ID: Receptionist