The Priory Rooms Meeting and Conference Centre

Job Description

Job Title: Receptionist

Responsible to: Conference Centre Manager

Salary: £8.45 per hour

Hours of Work: 30 hours per week excluding breaks Tuesday to Friday 9.00 – 5.00 with flexibility depending on business levels

Background: The Priory Rooms Meeting and Conference Centre is a company owned by Central England Quakers. It includes a formal meeting hall, seminar rooms and an atrium offering a variety of meeting formats to the users. The Conference Centre was built recently as an extension to the existing Quaker Meeting House at Bull Street, right in the centre of Birmingham. The conference rooms are let out to organisations from all sectors. Many Quaker groups use the facilities for meetings, conferences and meetings for worship.

Main Purpose of Role: To support all elements of the reception operation within the Priory Rooms Meeting and Conference Centre. The post holder will be responsible for ensuring all clients receive a professional and friendly service to meet their needs. You will take responsibility for the administration of the front desk operation and assist the conference & sales team with sales & marketing initiatives.

Main Duties

Front Office  Meeting and greeting of clients attending events at The Priory Rooms  Answering the telephone in a polite & professional manner  Transfer all calls to the correct departments  Providing a front desk service to clients and visitors  Assisting with delegate queries and needs during events  Ensuring accurate recording of incoming enquiries  Drawing up and processing accurate invoices through the internal computer system  Receiving payments from clients  Ordering from external suppliers and controlling stationery  Keeping the reception area clean and tidy at all times  Overseeing the reception security procedure

Person Specification & Job Description – Receptionist 5th June 2017 The Priory Rooms Meeting and Conference Centre

Sales  Ensuring that sales calls are handled professionally and in line with Priory Rooms Ltd standards  Quoting rates and accepting bookings in accordance with The Priory Rooms Ltd letting policy  Providing sales literature to the required standards

Client Management  Communicating client requirements to the Priory Rooms team  Dealing with customer information in line with data protection legislation  Recording customer feedback and to deal with it promptly and efficiently  Receiving and processing inbound bookings and enquiry calls from new and existing clients from all sources  Using in-house software and other paper-based systems to identify room availability and allocate resources appropriately  Maintaining good relationships with new and potential clients of the Priory Rooms

General  Ensuring that all tasks are performed in the most economical way for the company  Complying with health and safety legislation  Maintaining good relations with the rest of the Priory Rooms team, assisting other departments as required  Fulfilling any other duties that fall within the scope of the post as requested by the Conference Centre Manager

General Duties

 Attending all staff meetings  Attending supervision meetings  Attending training and undertake professional development  Working within the policies of the Priory Rooms in order to maintain a safe and secure working environment for customers, staff and visitors  Maintaining and promoting Quaker values within the services provided

Person Specification & Job Description – Receptionist 5th June 2017 The Priory Rooms Meeting and Conference Centre

Person Specification

Job Title Receptionist

Requirements Essential Desirable

Education and . Good standard of . Qualifications and/or Qualifications education training relating to customer service industry

Experience . Experience of working . Previous experience of in a customer service working on a busy front environment desk

. Administration and/or . Experience of using co-ordination of projects computer software relevant to the position

Personal skills and . Excellent customer . Negotiating skills knowledge service skills

. Good all round communication skills

. Problem Solving

. IT Skills

. Ability to work in a team

Motivation & Disposition . Well motivated and able to prioritise own workload

. Able to work on own initiative

. Ability to work effectively with a wide range of people

Person Specification & Job Description – Receptionist 5th June 2017 The Priory Rooms Meeting and Conference Centre

Person Specification & Job Description – Receptionist 5th June 2017