Part-time Reception and Events Support Assistant

3 weeks ago

Edinburgh, United Kingdom Edinburgh Remakery Full time

**Reception and Events Support Assistant - Job Description**

**Part-time role**: 25 hours per week, Tuesday-Saturday working

Potential where additional weekend and/or evening work may be required

**Salary**: £21,255 (pro rata) - £14,170 (25 hours)

**Location**:Ocean Terminal, North Edinburgh

**Applications deadline**: Sunday 19th March 2023 at 11.59pm

**Purpose of Role**:
The purpose of the Reception and Events Support Assistant is to ensure high quality customer service and the smooth running of all events and services
- including reception, public workshops, corporate and tourism workshops, and space rental - and to offer customers a high-quality events and customer service experience.

**Reporting to**:Events Manager

**Outcomes**:

- Provide in-store and events customers with excellent service
- Provide reception cover - dealing with customer enquiries and directing them to the appropriate service or staff member
- Administration of Tech Gifting programme
- Assist with marketing and visual display for events and workshops spaces
- Administration of facilities to support smooth running of the premises - ordering office stock, cleaning supplies, etc.
- Workshop administration - listing workshops on the Edinburgh Remakery website and other pages
- Assist events team with meeting/exceeding events targets
- Communicating the Edinburgh Remakery mission and values when appropriate

**Duties will include**:
Reception and Events Administration (50%)

Workshop administration, including:

- Listing and updating workshop details to website and events web pages
- Processing workshop bookings and collecting workshop attendee information
- Assist in coordinating in-person workshops and events, including ordering materials, setting up workshop spaces, organising catering, creating name badges and welcoming attendees
- Collation and storage of testimonials and surveys for events
- Assist in taking photos of workshops and events when needed
- Assist in the delivery of sewing machine and space rental services
- Offering additional support to workshop tutors and attendees, on weekends and weekday evenings where required
- Update and manage workshop waiting lists

Events Reception duties, including:

- Acting as the first point of call within the Edinburgh Remakery for general enquiries, and first contact for workshop attendees
- Liaison and support for freelancers and volunteers
- Creating and updating job sheets
- Research and maintenance of pricing lists
- Update and ordering of materials and office stock inventory

Reception and Gifting Programme (50%)
- Build a sound knowledge and understanding of the Edinburgh Remakery services and products, to relay to customers and help with their enquiries
- Taking payment for products/services and processing donations through izettle and QR codes
- Supporting promotions, including marketing campaigns and fundraising activities
- Organising office supplies across all departments
- Coordinating with landlords on facilities matters and coordinating and actioning any maintenance issues
- Administration of our Tech Gifting Programme including managing requests, updating spreadsheets, liaising with Tech team for delivery details of gifted devices, and following up for testimonials and feedback
- Adhering to all internal processes and procedures

**Information Security Responsibilities**

As an ISO 27001 accredited organisation, we require all staff to adhere to our ISO 27001 standards for information security tasks and functions that they might have to carry out. Including:

- Update of incidents logs
- Media Disposal
- Setting up and removal of systems
- Customer information spreadsheets

**CANDIDATE REQUIREMENTS**

**Essential**
- Good written and verbal communication skills
- Ability to work with confidential information
- High attention to detail
- Exceptional planning and organisational skills
- Ability to take initiative and work unsupervised to complete tasks
- Previous experience working in a people facing role within a professional environment
- Previous experience working in an administration, customer service, receptionist, facilities coordinator, or office coordinator role
- Flexibility - this post is open to Job share and is expected that the job share postholders will be able to cover all duties of post to ensure the Edinburgh Remakery can provide a service throughout the year to cover holidays, sickness and out of hours services etc.

**Working Pattern**:
Normal work pattern will be: Tuesday - Saturday 10.15am-3.30pm

25 hours per week (minus 15-minute unpaid break per day)

There may be occasions where weekend and/or evening work is required - Time Off in Lieu (TOIL) will then be allocated by agreement with your line manager. This is a job-share role where two employees will share the same duties and tasks, both working 25 hours/week.

**Salary: £21,255 (pro rata) - £14,170 (25 hours)**

This is an in-person role working from the premises at Ocean Terminal and,

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