About the Society
The Imperial Society of Teachers of Dancing (ISTD) is a registered educational charity and membership association. Our mission is to educate the public in the art of dancing in all its forms: to promote knowledge of dance; provide up-to-date techniques for members and maintain and improve teaching standards.
With approximately 6,000 members in over 55 countries worldwide, the Society conducts over 120,000 examinations each year. We were recently listed by Ofqual as one of the top 20 largest awarding organisations in England and in the top 5 for delivery of performing arts examinations.
The Society aspires to be a world leader in dance education, setting the benchmark for best practice through our extensive syllabi and teacher training. We are committed to becoming a dynamic, future-focused organisation that promotes the social, cultural, physical and educational benefits of dance for all.
Summary of the role
We are looking for a Receptionist to work from Wednesday to Friday, for 6 months to provide a range of efficient administrative and support services for the smooth running of Reception and the office building.
The job’s focus is working within a team to assist with covering the Reception desk, provide the first response to building user queries, answering the main switchboard line and organising / supporting meeting room bookings.
This role will report directly to the Facilities Manager.
Key Responsibilities:
In addition to working closely with the Facilities Manager to assist with administration as and when required, the Receptionist will also be responsible for the following areas.
Reception:
- Covering the office Reception desk and main switchboard from Wednesday to Friday during the working day (9am to 5pm) and with an hour break (from 12-1pm) for lunch. Ensuring all calls are answered quickly and diverted efficiently, whilst providing a high level of customer service to both the callers and any visitors to the building.
- Ensuring all visitors (and new staff) to the building have followed the ISTD policy on signing in, issuing visitor swipe cards, keeping a record of which card has been issued and running through a basic visitor introduction, (how to use the swipe card, the fire procedure and explaining where the facilities are in the building), for all visitors and new starters; and offering guests a hot / cold drink on arrival.
- Receive post on a daily basis, then sort and allocate to the most appropriate team via the internal post system (training will be given). Process outbound post so it is ready for collection.
- Assist the Facilities Manager with the booking of couriers (eg to collect or deliver office equipment to staff based remotely).
- Facilitate all aspects of meeting rooms bookings and administration in an effective, efficient, and time-sensitive manner to ensure high quality delivery. This will involve responding to booking requests, managing the meeting room diary, setting up the meeting room for visitors of internal meetings and providing refreshments.
- Assist with preparing and circulating the rota for Reception lunch cover, so that all staff are aware who should be covering. This will include contacting the team in the morning to remind them that it is their day to cover.
- Updating the telephone extension list, when new starters join and staff leave and saving in the shared drive for all staff to access.
- Assist with the office stock takes and stationary orders.
- Assist with Administration duties, during quiet periods / in between calls. An example may be adding claim forms from examiners on to the system.
- Make use of online tools such as Microsoft Teams and Zoom.
Facilities:
- Assist with opening up the building; this includes unlocking the building, deactivating the alarm and then actively walking around the building at the start of the day, reporting any faults or maintenance issues to the Facilities Manager by email.
- Making visitors aware of the weekly fire alarm testing, if this coincides with their visit.
- Assist with setting up of equipment (ie: overhead project / smart TV) and the chair configuration in the meeting rooms, which may be required for some meetings.
- Assist with watering the plants in the Reception area and Ground Floor meeting rooms and on a weekly basis, arranging to pick up milk for the office tea stations (three in total) and main kitchen area (shop located opposite the office).
- Assist with Contractors visiting the building to carry out work. This will include signing in contractors, issuing a temporary swipe card and being on hand to take information to then feedback to the Facilities Manager.
- In the Facilities Manager’s absence, (such as on days working from home or on annual leave), issue equipment to new starters on their first day and collect equipment from staff leaving the Society on their last day. Ensuring that equipment is recorded appropriately within the inventory log and locked away for the Facilities Manager to check and then send on to IT.
- Occasionally assisting the Facilities Manager with moving office furniture (chairs / desks / computers), for building work, as and when required.
- An appointed ISTD First Aider and Fire Warden, (training will be provided).
How to apply
To apply as a Receptionist please send a letter of application and CV to hr@istd.org. The letter of application should summarise what you are able to bring to the role and how you meet the person specification. The successful candidates will also be required to provide details for two recent references that can evidence skills and suitability to carry out this role, (whether in an employed or voluntary capacity).
The closing date for the Receptionist vacancy is Friday 30 August 2024.
