Receptionist & Operations Assistant Job Description and Person Specification

Job Description

Specific Tasks

Reception 

• Be a welcoming and professional primary point of contact for South East Dance 
• Meet and greet visitors and alert staff to the arrival of their visitors as appropriate
• Ensure that all South East Dance customers, visitors and staff are dealt with in a welcoming, efficient and courteous manner 
• Collect visitor data as necessary
• Manage the phone system
• Be responsible for all incoming and outgoing mail, ensuring incoming mail is distributed to the appropriate team member
• Deal with general enquiries, passing on calls and taking messages, including updating voicemail announcements and checking and responding to emails 
• Use Monad, our Customer Relationship Management (CRM)/ticketing system, to put events on sale and take and manage bookings for classes and events. (Training on Monad will be provided) 
• Support the Communications team in preparing classes and events for booking. (Training on Monad will be provided)
• Manage the key cutting system for hirers and staff.
• Be responsible for helping all visitors with studio and meeting room systems.

Operations assistance

• Ensure that the studios and meeting rooms are ready for each use and inspect them after each use to ensure they have been left clean, tidy and without any damage
• In tandem with the other Receptionist & Operations Assistant, co-ordinate the Duty Management rota
• Be part of the rota for running the Box Office for performances and events
• Undertake ad hoc assistance and other operational and administrative duties as and when required 
• Use Yesplan, our calendar and room booking system to input details of upcoming classes, shows and building maintenance. (Training on Yesplan will be provided)
• Create clear and accessible Standard Operational Procedure (SOPs) documents for the rest of the team to access
• Support the work of the Building Manager
• Support the work of the Studio and Programme Manager

Communication 

• Maintain excellent communication with all staff and building users to ensure the effective flow of information including keeping up to date on all activities within the building
• Attend team meetings as required 

General

• Support the work of the programming, Comms, Fundraising and Administrative teams as required
• Respond to day-to-day operational enquiries and queries from staff   
• Work within all legislation and company policy including equal opportunities and health and safety 
• Be a Fire Warden and First Aider (training will be provided)
• Represent South East Dance, its values and its work at all times 
• Undertake such other duties as may from time to time be allocated by the Building Manager, Studio and Programme Manager, Senior Management Team or the Board

Person Specification 

Experience and skills

Essential

• Experience in a customer-facing role
• Experience of working in a busy environment 
• General administrative experience 
• Computer literacy including familiarity with Word and Excel 
• Willingness to apply for a DBS (Disclosure and Barring) certificate

Desirable

• Experience of reception work and customer care
• Experience with CRM/ticketing systems
• Experience of working in an arts environment
• An interest in dance 

Skills

• Ability to work both independently and as part of a team 
• Strong organisational skills 
• Strong communication skills, in writing, in person and over the telephone 
• Commitment to high standards of care for all staff and customers 
• An honest and reliable character 
• A calm, efficient and friendly manner 
• Ability to get on with a wide range of people 
• Patience and initiative