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About the job
To deliver our mission by providing professional clerical, financial and administrative support to operational services.
The postholder will work closely with one of the teams providing services across our estate and location and/or specifically for Visitor Services central administration function.
The position is a very important customer facing role dealing with external as well as internal customers.
The post is within the Visitor Services department near Haywards Heath with a role in supporting key business areas and of providing an essential administrative function for Haywards Heath location.
In some instances the postholder will be tasked on a day to day basis by a manager in the operational team which they are supporting. Their main job role will be to answer queries and questions about our evening event, during the duration of the event and the successful applicant will need to be able to commit fully to the hours and dates below.
Thursday 22nd November Sunday 25th November, Thursday 29th November Sunday 2nd December, Thursday 6th December Sunday 9th December, Thursday 13th December Sunday 16th December.
The following hours will apply:
Thursday and Fridays: 17:00 20:00
Saturdays and Sundays: 12:00 20:00
Plus training hours TBC.
To provide key administrative business support to an operational service group
To act as a point of contact for specific functions of that operational service
To produce and circulate business information of the operational function being supported, for the benefit of all staff by document, email, newsletter, calendar etc.
To book hotel accommodation and make travel arrangements as necessary
To provide advice and guidance to customers (including members of the public), business partners and others on the business processes and operational service issues and to resolve straightforward issues.
To undertake basic financial management processes including raising invoices, processing orders, handling cash and assisting in resolving issues, taking payments over the phone etc.
Dealing with enquiries from a range of visitors, staff, contractors and company representatives including face to face, via telephone and in writing
Recording and responding as required to phone, email and written compliments and complaints. Logging these in the Access database and producing regular management information.
To meet and greet and log visitors and contractors, provide direction and give advice and guidance to basic queries.
Accepting deliveries if required
To provide various business support services, including
Issuing site keys to staff and contractors
Assisting with the maintenance of office stationery, equipment and supplies, maintaining records as appropriate.
Opening and distributing incoming mail, dealing with outgoing mail
May be required to assist with banking and petty cash preparation
May be required to Act as Fire Warden for the building & be involved in risk assessments as appropriate.
Carry out checks and maintain records of fire drills, fire alarm tests etc. Essential Experience in administration duties Experience of reception duties Experience of working in a teamDesirable Experience of Mailchimp Essential Excellent communication skills, both face to face and via telephone, including an excellent telephone manner Good computer skills including MS Word, Excel, Outlook, Email* Ability to show initiative and deal with day to day problems, but also to know when to refer to managerDesirable
- Ability to learn quickly and to become multiskilled
- Ability to be flexible and to deal with changing priorities and demands
- Ability to remain tactful and calm, yet assertive, at all times
- Excellent organisation skills
- Excellent customer care and interpersonal skills, including the ability to deal with a range of visitors, staff, contractors and company representatives confidently
Job Specific Competencies skills and abilities specific to the job
- Experience of Web services and social media
- Experience of MS Powerpoint, Adobe Photoshop
- Experience of MS Office and Outlook software applications
- Experience in handling telephone enquiries
- Experience of delivering customer service
- 3 GCSEs, including English, or equivalent
The postholder communicates with the public every day, taking phone calls, letters, emails; also with many other external organisations including marketing groups, traveltrade, hotels and tourist organisations, other visitor attractions and many more.
Communication and relationships must also exist with teams such as IT e.g. for setting and changing data in Galaxy, HR e.g. for setting up new staff passes, for handling FOW enquiries, Enterprises for VC and other queries etc.
This role has to communicate with every other part of our operation across our business either to obtain information and or to provide information to.
- To open and close premises as required