Administrator/Receptionist (Full or Part Time) - Trinity Square, Gateshead Business Operations · Trinity Square

Purpose of the Role

The purpose of the Administrator / Receptionist role is to support the smooth running of the centre by providing efficient administration, professional front-of-house reception cover and practical support for centre events. The role will work closely with the Centre Management Team, including the Centre Manager, Business Support Manager and Technical Services Manager, to ensure day-to-day office, visitor and stakeholder requirements are handled to a high standard.

The postholder will be dynamic, organised and customer-focused, capable of delivering first-class service and administrative support across all areas of the business.

The role requires the daily use of a number of online business applications, ensuring that all work is completed accurately, to a high standard and within required timescales. The postholder will keep internal departments, tenants, contractors, visitors and other external stakeholders appropriately informed.

The postholder will be a confident communicator and effective problem solver, able to build positive working relationships within the centre.

Key Responsibilities

• Deliver first-class customer service and administration support to all customers, including members of the public, contractors, tenants, visitors and internal teams.
• Data input to a number of databases including, but not limited to key holder lists, retailer contacts, trade figures, and extracting information for dissemination including footfall figures.
• Word processing for general correspondence and minute taking as and when required.
• Manage reception and front-of-house duties, including greeting visitors, answering telephone and face-to-face enquiries, managing visitor sign-in and access processes, maintaining meeting room bookings, supporting postal duties and ensuring a professional first impression of the centre.
• Arrange travel, accommodation, meeting room requirements and catering as and when needed.
• Support the administration and coordination of the centre’s event management programme, including maintaining event schedules, liaising with third-party suppliers, assisting with booking paperwork, coordinating event logistics and supporting post-event administration as required.
• Distribution and collection of information from tenants as needed by email and in person.
• Complete general administrative tasks relating to operational requirements, including drafting, producing and checking documents, ordering stationery and stock for the centre management office, maintaining the meeting room diary and supporting training plans.
• Maintain stock records for stationery, first aid supplies and consumables.
• Support all aspects of the purchasing process, including raising purchase orders and goods receipting.
• Invoicing for commercialisation bookings and ability to produce reports showing commercialisation income, footfall and trade figures.
• Adopt a flexible approach to working patterns in order to respond to the demands of a retail environment, including occasional support for events outside standard office hours where required.
• Any other duties as may reasonably be required from time to time.

Skills, Knowledge and Experience

Person specification

• Excellent people skills, with previous experience of dealing with people at all levels including internal and external stakeholders.
• Polite, professional, articulate, outgoing and a confident communicator (both written and verbal).
• A high level of interpersonal skills and a willingness to work as part of a team collaborating with both the local team and also relevant head office departments.
• Strong organisational and task management skills with ability to prioritise workload.
• Motivated with the ability to work individually or as part of a team.
• Adaptable and flexible whilst working in a busy multi skilled office environment.
• Standards driven with excellent attention to detail and presentation.
• Understanding the need for confidentiality when dealing with both internal and external information.

Qualifications and experience

Essential

• An excellent working knowledge of Microsoft Office, including Microsoft Excel, Word, PowerPoint and Outlook.
• Previous experience of working within a busy office administration environment.
• Reception experience, polite professional telephone manner combined with strong communication skills.
• Team player and ability to behave with integrity and ensure all administrative information relating to the business is kept confidential (in compliance with data protection legislation).
• Excellent interpersonal and customer service skills.
• Ability to support event administration and logistics, including supplier liaison, diary management, booking coordination and accurate record keeping.
• Strong organisational and time management skills - able to prioritise their workload to meet the daily demands of the role in a calm and professional manner.

Desirable

• Experience of working with finance systems.
• Previous experience of event management, event administration or supporting events in a customer-facing environment.

Working Hours - Part-time or full-time available. Up to 37.5 hours per week.

Salary - £20-27k

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Please see our Benefits Booklet for more information.

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