The CBSO is seeking an Afternoon Receptionist to work as part of our Centre Team. The main duties of the Afternoon Receptionist include welcoming players, staff and visitors, managing the switchboard , and franking the outgoing mail.

Key Responsibilities

• To operate a company switchboard, routing callers to appropriate staff or dealing with queries as necessary.
• To welcome visitors to the Centre and on arrival ensure all operational protocols are followed.
• To be familiar with the Orchestra schedule, details of forthcoming concerts and Centre events through the use of Artifax, Centre Diary and Concert brochure in order to be able to provide guidance and assistance where necessary. Liaise with the Centre Manager regarding Centre activities as appropriate.
• To supervise the Signing-In Sheets /other attendance records relating to staff, visitors and clients ensuring signing-in and out procedures are adhered to and that the completed sheets are forwarded to the Finance Department. Prepare sheets two weeks in advance to facilitate the recording of predicted absence (holiday/courses etc).
• To be responsible for recording and franking the daily post and associated activities, ensuring the franking machine and postage scales are secure when not in use and keeping the reception area tidy during the franking process.
• To troubleshoot basic telephone errors and report complex telephone faults to ICS . Keep the switchboard clock on time (and therefore all the LCD clocks on the entire system) by correcting regularly.
• To manage the creation of new employee door access card through our software and troubleshoot basic issues as well as ordering of new cards when needed.
• To oversee the Voicemail system, being able to access incoming messages, make changes to outgoing messages/office closures, seasonal clock changes and support the general maintenance of the system.
• To ensure that the display of leaflets in the Foyer is kept in date and orderly, recycling old print weekly.
• To maintain good housekeeping of the Reception/Foyer to reflect the good image and standards of the organisation.
• To take delivery of, and where required sign for, incoming mail and deliveries and notify the intended recipient as soon as possible.
• To assist the marketing department in maintaining the organisation’s mailing list using the CBSO's bespoke customer database.
• To provide cover for the Receptionist (Mornings) during times of absence including holiday, sickness, training, etc.
• To provide support and assistance to the staff of BCMG and Ex Cathedra in receiving and announcing their visitors and accepting deliveries on their behalf.
• To be point of contact for information for the orchestra and provide general support for members of the CBSO staff.
• To monitor the digital screen behind reception and ensure the correct content is on display. To assist the Centre Team with scheduling content for CBSO Centre events.
• To support the Assistant CBSO Centre Manager with stock monitoring and ordering.
• To assist the CBSO Centre Team with administrative work as and when required.
• To undertake additional duties as and when the needs of the business requires it, at the direction of the CBSO Centre Manager.

Person Specification

The successful candidate will have:

• Excellent customer service skills and the ability to work effectively with people of all ages and backgrounds
• Organised and highly reliable with excellent attention to detail
• Good telephone manner or experience working on a switchboard
• Approachable with good interpersonal skills
• Ability to work under own initiative.

Desirable Skills:

• Experience working within a reception similar role
• An enthusiasm for classical music