The Architectural Association

THE ARCHITECTURAL ASSOCIATION

JOB DESCRIPTION

Job Title: Head Receptionist

Salary: £29,000.00 per annum

Reports to: Head of Estates & Facilities

Department:Estates & Facilities

Hours: 5 days per week from Monday – Friday (9am- 5pm/11am-7pm/9am-7pm depending on the agreed rota) occasional weekends if required

The Architectural Association was founded in 1847, opening as a day school in 1901. The AA is committed to public benefit attained by the learning, teaching, discussion and promotion of architecture. With circa 750 students and 300 academic and administrative staff the AA School is central to the AA. The School is recognised as a worldwide leader in architectural education, with graduates that include many of the world’s leading architects, scholars, critics and educators. The academic and professional programmes of study at undergraduate and postgraduate levels, up to and including doctoral level, are validated by external professional and academic bodies.

The AA is made up of countless projects, personalities and audiences. The AA is unique in that we are more than just a school but a worldwide association, made up of members and visitors and an unrivalled public programme of lectures, exhibitions, publications and special events, all of which set the backdrop for full-time foundation, undergraduate - and graduate-level study at our campuses in London and Dorset. In addition, each year short courses and global schools in the AA Visiting School bring together students and teachers in more than 50 locations across five continents. Whether at Bedford Square or abroad the AA’s teachers and staff provide students with expertise, encouragement and support across all levels of education. Given the fact that 85 per cent of our students (and a similar percentage of tutors) come to London from abroad every autumn, we really are a school unlike any other.

Role Overview

The Head Receptionist will be assisting the Head of Estates on a daily basis and to ensure a professional service is provided at all times. Providing general information on all aspects of the AA activities.Receiving and recording all daily post & courier deliveries, managing switchboard, responsible for ensuring stock and supply of all franking machine consumables (i.e. mail sacks, consignments sheets, log books, tracking labels and franking machine cartridges).

Main Duties and Responsibilities:

To appropriately log all deliveries which are received at Reception (Royal Mail post & courier deliveries: boxes, packages, submissions for AA Admissions etc.), according to established Reception procedures.

To promptly notify recipients of deliveries received at the AA Reception for immediate collection/removal from the Reception area. This task will require the responsible use of the AA database, to search for staff & students to obtain contact information.

To responsibly sort all received post into the appropriate staff & department pigeonholes.

To operate the switchboard, referring callers to the appropriate colleague or department. Direct staff extensions should be provided whenever possible.

To monitor the voicemail message service, presently activated at busy periods or when the Reception phone is engaged (if necessary).

To manage the recording of all important information (i.e. weekly public programmes, premises closures, etc.

To provide, with accordance with the current data protection regulations, information to callers who request contact information for staff, students, alumni & members

To maintain stock and supply of all AA materials within Reception, and to be responsible for keeping information leaflets and other materials readily available for the school community, visitors, and prospective future applicants (i.e. prospectus booklets etc.).

To daily monitor, direct and reply to all incoming emails received in the Reception inbox, and to send & receive faxes from the Reception fax machine, which is the AA’s main fax number.

To oversee, with the assistance of AA Security colleagues, the distribution and display of posters & notices on all school noticeboards (i.e. removal of all out of date information, inappropriate material, and general tidiness)

To responsible oversee the distribution of door codes and room keys for access to bookable spaces, which should always be done with discretion, pertaining to daily room bookings.

To oversee and assign AA Visitor Access cards, to guests & visitors that require access to ‘closed’ buildings. This should always be done with discretion to assist in maintaining the overall security of all AA premises.

Person Specification

Previous experience as a Receptionist or in a supervisory Front of House capacity
Outstanding customer service skills and an approachable and friendly manner
Excellent communication skills both verbal and written
Excellent interpersonal skills
Excellent personal presentation
Team player
Attention to detail
Ability to use initiative and work under pressure in a calm considered manner
The right to work in the UK
This post requires strong organisational, time management and supervisory skills

For the full job description please contact Human Resources

How to Apply

Please apply by email by the closing date of 11th May 2018 at 5pmto:

stating the job title in the subject heading.

Please include in your application:

Full CV
Covering letter/email highlighting why you feel you are the right person for the role
Notice period
Contact details for two referees (who will not be contacted without your prior permission)

Invitations to first interview will be issued by email after the closing date. Please note only successful candidates will be contacted.

Thank you for your interest in the AA and this role.

The Architectural Association School of Architecture aims to create conditions that ensure staff and students are treated solely on the basis of their merits, abilities and potential, regardless of their gender, race, religious/political beliefs, ethnic or national origin, disability, family background, age, sexual orientation, or other irrelevant distinction.