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Receptionist _ Clerical Assistant

Job Placement Title: Receptionist/ Clerical Assistant

Job Placement Summary

To provide a range of reception services and clerical duties including cashier for duties at Elgin Town Hall for the Community Ltd.

 

To represent Elgin Town Hall for the Community Ltd in ensuring a high-quality service is provided, whilst maintaining good operational procedures and relationships between the service and members of the public.

AREA OF RESPONSIBILITIES

1.     Dealing initially with users entering Elgin Town Hall and providing information.

2.     Receiving Bookings and dealing with enquiries.

3.     Receiving fees for ticket sales for events at Elgin Town Hall.

4.     Reconciling receipts, returns and securing monies taken at reception.

 

5.     Maintaining stock control records.

6.     Ensure a high standard of customer care in respect of users of Elgin Town Hall.

7.     Ensure that all financial and administrative procedures of Elgin Town Hall are complied with.

 

FUNCTIONAL RESPONSIBILITIES

8.     Dealing initially with users entering Elgin Town Hall and providing information.

9.     Providing an appropriate level of customer care.

10.  Dealing with enquiries.

11.  Effectively managing enquiries via the telephone and in person.

12.  Actively controlling cash / cheques / card transactions in association with admission fees.

13.  Reconciling receipts, returns and securing monies taken at Reception.

14.  Ensuring a high standard of customer care in respect of all users.

15.  Report any incidents involving colleagues, facility users and visitors to the manager.

16.  Maintaining a level of cleanliness /tidiness in the immediate area of the reception and foyer.

17.  To operate such items of office equipment as may be required to provide clerical services.

18.  Attend team meetings and participate in relevant employee training sessions required to undertake the duties and responsibilities of the role.

 

GENERAL RESPONSIBILITIES

19.  Promote the health and safety of employees and of users through the implementation of Elgin Town Hall’s policy on health, safety and welfare at work.

20.  Ensure that Elgin Town Hall’s Customer Service Commitment is followed in all dealings with the people we serve.

21.  Ensure that all activities for which the post holder is responsible are delivered in accordance with Elgin Town Hall’s Equality and Diversity Policies and the statutory and general and specific Equality duties.

22.  Ensure that any materials and equipment provided to assist in carrying out the duties of the post are properly secured in accordance policies and procedures.

23.  Adhere to the Elgin Town Hall’s policies and procedures for good records management ensuring that the correct information is created, maintained, stored and retrieved in accordance with business need and statutory and legislative requirements.

PERSON SPECIFICATION

 

Essential Attributes:

Education & Training:

  • 4 SQA Standard grades or equivalent at Level 3 or above, including English or relevant experience

Previous Experience (Paid & Voluntary Work):

  • Experience of working in a busy reception environment using relevant technology e.g. photocopier, E-mail, Intra/Internet.

  • Clerical / administration / typing experience.

  • Experience of handling cash / cheques / card transactions.

Knowledge/ Skills /Competencies:

  • Effective verbal and written communication skills.

  • Ability to organise and manage own workload.

  • Ability to use initiative when required.

  • Self-confidence.

  • Strong customer care skills and focus.

  • Effective interpersonal skills.

  • Ability to work to deadlines.

  • Ability to identify priorities and plan work.

  • Good working knowledge of Microsoft Office / ICT skills.

  • Effective organisational skills / time management with the ability to respond to conflicting and competing demands.

Personal Features/Qualities:

  • Ability to work as part of a team and on own initiative with minimal supervision. 

  • Good timekeeping.

  • Willing to participate in further training.

 

Additional Job-Related Requirements:

  • Enthusiastic and self-motivated

  • Reliable

  • Approachable

  • Flexible

Elgin Town Hall Behaviours:

  • We are customer focused 

  • We initiate and embrace change.

  • We strive to be the best we can be.

  • We make things happen.

  • We work together

Desireable Attributes:

  • ECDL (or equivalent) 

Number of Hours per week: 20

Working Pattern: Flexible working.

Hourly Rate of Pay: £12.00

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