Job title   Receptionist
Reports to   Head of Operations
Working hours             35 hours per week.

Job purpose

To ensure all visitors and stakeholders receive outstanding customer service on their visits to Clean Break and to provide a high quality reception service.

Key responsibilities
Customer Service and Reception
1. Work with the Head of Operations to create and maintain systems which support self sufficient administration across the Building.
2. Ensure all visitors and users of the building receive excellent customer service at all times and, where appropriate,  lead on meet and greet sessions with new groups or visitors to the building.
3. Ensure a full and welcoming reception service is provided, including operating the entry phone.
4. Ensure that the signing-in and out records and visitors books are maintained as up-to-date fire registers; maintain the reception area and visitors’ lobby.
5. Oversee the telephone system: ensure that out-going voice mail messages are up-to-date, set up new telephone users and support staff in programming telephone extensions.
6. Manage the Clean Break switchboard: welcome callers, pass on calls and take messages.
7. Manage, record and distribute incoming post. Posting of outgoing mail, i.e. Maintaining stamp supplies, organising special deliveries, and planning and coordinating large external mail-outs.
8. Maintain a regular service fielding and managing enquiries through the company email.
9. Operation of and maintenance of the photocopier, and training of staff and other users in its operation.
10. Maintain stationery supplies and ordering new stationery.
11. Maintain records for courier use, booking couriers as required.
12. Support the Sales Co-coordinator with studio tours as required, and service the administrative needs of hirers e.g. Photocopying.
Company-wide Administrative Support (working collaboratively with other admin staff)
13. Co-ordinate room set up under instruction from the Sales Co-coordinator.

14. Capture and manage data through Salesforce using company-wide systems and in line with GDPR and data protection best practice. Ensure the regular upkeep of Salesforce and create data queries; run appropriate reports; and ensure records are kept up to date and cleaned as required.
15. Provide trouble-shooting IT support to staff (onsite and remote) and liaise with the Head of Operations for any systems issues.
16. Respond to information requests and enquiries. Respond to specific enquiries from Members under instruction from the Members’ team.
17. Share responsibility for minute-taking of staff meetings.
18. Filing and archiving paper and digital records in line with GDPR and good practice.
19. Booking trains, theatre tickets and accommodation as required.
20. Making meeting and event arrangements as required.
Other
21. Attend team meetings, staff meetings and training workshops, and other meetings as required by the Head of Operations.
22. Respond to requests for regular information and updates for the company website and social media activity from the Marketing team.
23. Keep up-to-date with company news and activity, and external information circulating which is relevant to our work. Use every opportunity externally to talk about Clean Break’s work and share the company’s mission, values, strategic aims and impact.
24. Actively engage with a culture of fundraising, work closely with the Development Team to support this throughout the organisation. Introduce prospects and pass on leads for research to the Development Team.
25. Play an active role in ensuring equality of opportunity, in accordance with the company’s equality and diversity policy and action plan.
26. Maintain confidentiality and adhere to other Clean Break codes of practice and policies.
27. Participate in the staff Rota for locking/unlocking the building as required.
28. Enter professional commitments and weekly plans including meetings, visitors, work off-site, TOIL and annual leave as agreed, in order to maintain the company diary and room schedule.
29. Carry out other tasks as reasonably required by the Head of Operations.