Receptionist & Admin Assistant

Receptionist & Admin Assistant
Employer: Clean Break
Salary: £21,000
Location: London

Clean Break are looking for a Receptionist & Admin Assistant to join our team. The Receptionist & Admin Assistant will provide a high level of customer service and support the operation and administration of Clean Break’s systems.

We produce ground-breaking theatre in London and Nationally which puts women’s voices at its heart and creates lasting change by challenging injustice in and beyond the criminal justice system. Alongside our work in prisons and the community, over the last year we produced 2 touring productions (Thick as Thieves and Sweatbox), and co-produced Inside Bitch with the Royal Court and [BLANK] with the Donmar Warehouse. Central to our work is our Members programme which runs from our studios in Kentish Town and offers a foundation of learning and skills in theatre performance, creativity and wellbeing, and opportunities to engage in professional, public facing performance projects.

Diversity is one of our core values at Clean Break. We strongly believe that your lived experience is a vital part of who you are and enhances what you bring to a professional setting. We actively encourage women from a variety of backgrounds with a cross section of skills, experiences and narratives to extend and develop how we work. We are particularly interested to hear from women of colour and women who are underrepresented in the theatre sector and, as ever at Clean Break, if you have personal experience of the criminal justice system and can demonstrate that you meet the essential criteria, you will be invited for interview.

Job purpose
The Receptionist and Admin Assistant provides a high level of customer service to all who come to Clean Break and to colleagues across the organisation.

Responsibilities
Reception
1. Represent the organisation as the first point of contact for external enquiries by ensuring all visitors, users of the building and callers (telephone and email), always receive a high level of customer service, reflecting the values of Clean Break. Co-ordinate any access requirements for visitors, including car parking if necessary.
2. Open and close the building, as a key-holder, in line with agreed security procedures. Maintain building security and entrance procedures for all visitors and users of the building.
3. Ensure all Health & Safety protocols are understood and adhered to by all visitors and users of the building. Act as a company First Aider and designated Fire Warden when on shift.
4. Monitor housekeeping and ensure all areas of the building are safe, clean and tidy always, including the courtyard and street area. Liaise with Cleaner as needed (in mornings) and support her work.
5. Manage, record and distribute incoming post. Ensure posting of outgoing mail including maintaining stamp supplies, organising special deliveries, and coordinating large external mail-outs as required. Dispatch and receive deliveries in line with agreed procedures.
6. Support all building users as required, particularly supporting the set up and needs of those hiring the spaces whilst upholding the building’s policies and procedures.

Studio Hires
7. Take bookings for the hire of space (internal and external) as part of the Reception team, led by the Head of Finance and Operations; including but not limited to process payments, issuing contracts and reconciling income.
8. Manage the relationships with long term hires clients and establish new ones.
9. Liaise with external suppliers to provide quotations and make bookings for services and goods to space hirers
10. Assist the servicing and setup of all hires and events, including catering and furniture for meetings

Administration and Operations
11. Support the Head of Finance and Operations to maintain administration and operations systems to ensure the smooth running of the organisation. This will include both practical and administrative tasks.
12. Ensure that all office equipment is maintained, supporting colleagues with trouble-shooting issues and supplies of consumables/stationery as needed. Liaise with IT support as required.
13. Oversee the telephone system: manage incoming and outgoing calls and messages, ensure that out-going voicemail messages are up to date, set up new telephone users and support staff with managing company mobile phones.
14. Support Admin volunteers, ensuring they have a productive and enriching time at Clean Break.

Other
15. Attend team meetings, staff meetings and training workshops, and other meetings as required by the Head of Finance and Operations.
16. 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.
17. Play an active role in ensuring equality of opportunity, in accordance with the company’s equality and diversity policy and action plan.
18. Maintain confidentiality and adhere to other Clean Break codes of practice and policies.
This job description is a guide to the nature of the work required. It is not wholly comprehensive or restrictive and may be reviewed with the post holder and line manager as required.


3. PERSON SPECIFICATION

Essential
Knowledge and skills
• Excellent customer service skills
• Ability to remain calm & reliable in a busy office
• Highly organised and able to prioritise effectively
• Strong administration skills
• Excellent communication skills – written and verbal
• Strong inter-personal skills
• A high level of computer skills. Familiarity with Microsoft packages e.g. Microsoft Office: Word, Excel, Access, Explorer
• Able to demonstrate initiative and self-motivation
• Conscientious and good attention to detail
• Solid numerical skills

Experience
• Volunteer or professional work experience in a busy office environment
• Demonstrable experience of managing good administrative systems
• Experience of maintaining schedules and online calendars
• Experience of troubleshooting and resolving problems creatively
• Experience of maintaining clear personal/professional boundaries in a work environment
• Experience of coming into contact with a wide range of people in a working environment
• Experience of working with computer systems

Values
• Commitment to Clean Break’s aims, including a demonstrable commitment to working in a women’s organisation
• Commitment to diversity in all aspects

Desirable
• Experience of working in one of the following; administration team, a theatre organisation or reception team
• Experience or knowledge of front of house and customer service
• Experience of supervising volunteers
• Knowledge of Artifax and Salesforce software

In line with all Clean Break appointments, the post is:
• Open to women only (exempt under Equality Act 2010 Schedule 9, part 1)
• Subject to a Right to Work check
• Subject to an enhanced DBS check

Learn more about this position

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