Reception and Information Officer - London, United Kingdom - Selby Trust

Description

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

Duration:
Expected start date July 2023

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 setup
• 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
• 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 wellserved, 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 5star 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

• Problemsolving.
• Ability to work under pressure.
• Attention to detail
• Adaptable attitude
• Excellent organisational skills
• Ability to multitask
• 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