THE APPPLICATION PACK

Receptionist

£16,000 per annuma

Thank you for your interest in the above position, below is a Recruitment Pack which includes:

  • Guidance Notes
  • Job description

Your completed application should be sent or by post to: The Tetley, Hunslet Road, Leeds, LS10 1JQ.

To apply, please send in your CV and a letter of application to say why you feel you would be suited to this job. Please also complete and send in our Equal Opportunities form.

The closing date for receipt of this application is Monday30 April 5pm.

No application received after that deadline will be considered.

Candidates selected for interview will be informed by end of Wednesday 2 May.

Interviews will be held on Wednesday 9 May

5pm on Sunday 25thMay 2014.

If you have not heard from us within these timescales, please assume that, on this occasion, you have not been successful with your application and will not be called to an interview.

Good luck with your application.

THE JOB DESCRIPTION

Receptionist

Full-time - 37.5 hours per week

8.30 - 5.00pm

25 days holiday plus statutory bank holiday allowance

Responsible to:Facilities Manager

JOB PROFILE

The Receptionist is the first point of contact for visitors to The Tetley and represents the public face of the organisation.

The successful candidate will have a passion for customer service and champion the vision and work of The Tetley.

An excellent telephone manner and exemplary interpersonal skills are essential, as are good IT skills. An organised approach coupled with a flexible and committed attitude will be required.

MAIN DUTIES

Customer Service

  • Meet and greeta wide range of people with varying requirements
  • Actively provide information to visitors on our exhibitions, events and facilities
  • Welcome hirers and provide itineraries and show guests to rooms
  • Answer the phone and redirect calls within the building, relaying messages as appropriate
  • Respond to general enquiries from the public and to manage the mail address and the email addresses
  • Ensure excellent detailed knowledge of what is happening in the building every day to ensure you can provide excellent customer service to all visitors

Retail and Sales

  • Manage the retail area, including managing stock, displays, systems, products and sales under the guidance of the Head of Business Development
  • Be responsible for merchandising stock and keeping the retail area clean and tidy
  • Undertake monthly stock counts of retail stocks
  • Ensure sales and payments are correctly recorded on till systems
  • Proactively promote sales including general retail, gift vouchers, artists' editions and publications, as well as donations for support,
  • Issue and send any financial retail reports and information for the finance team (under guidance)
  • Take bookings and payments for events, talks and courses.

Administration and general support

  • To carry out administration duties such as incoming and outgoing post
  • Booking meetings into the shared calendars for meetings rooms
  • Providing administration support as required
  • To contact contractors to report maintenance issues if appropriate
  • Ordering of work related equipment and supplies if required to support admin function
  • Assist with administration surrounding events, eg putting up posters, preparing name badges etc as required.
  • Assist with updating of website, social media etc if required.

General / Practical

  • Maintain the Reception area, keeping it clean and tidy and ready to receive visitors, clients, suppliers and deliveries
  • Assist the Facilities Manager in maintaining and checking good health & safety measures on the ground floor area
  • Take part in staff training, as required
  • Ensure the information desk, and information displays, are kept tidy and up-to-date
  • Be responsible for all deliveries coming into Reception and their distribution and where necessary into storage
  • Ensure you are aware of first aid procedures, perform routine checks of first aid kits, order first aid supplies and update first aid posters
  • Ensure you are aware of fire evacuation procedures (training will be provided) and assist the Facilities Manager with allocating fire wardens zones on a daily basis
  • Ensure theregistration of groups visiting The Tetley
  • Manage the signing in/out of all staff & contractors
  • Record and collect data eg from daily door counter information
  • Manage timesheets for all gallery staff, summarising and reporting monthly hours to finance/ payroll
  • Manage the signing in/out of all keys
  • Manage the carparking permits and passes
  • Water and maintain plants on the ground floor
  • Any other duties required to support The Tetley team

SKILLS AND COMPETENCIES

Essential

  • An outstanding communicator with excellent interpersonal skills (face-to-face, email and telephone)
  • Confidence in working at a busy, public enquiry point
  • Punctual and reliable
  • Able to work using own initiative
  • Aptitude for team working
  • A confident sales person
  • Able to handle confidential and sensitive material/information with discretion
  • Highly organised
  • Good numeracy skills
  • An excellent relationship-builder at all levels of business
  • Excellent Microsoft office skills and good computer literacy to pick up new IT skills
  • Interest in and enthusiasm for The Tetley’s vision and work

Desirable

  • A knowledge of and interest in contemporary art and culture
  • A trained first-aider
  • Some sales experience