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Receptionist and Meetings Assistant

4 months ago

Perth, United Kingdom PKAVS Full time

We are PKAVS, we are an incorporated charity that serves the community of Perth & Kinross offering four community-led services supported by a team of 70 colleagues and up to 50 volunteers.

As well as opportunities to learn and grow every day to develop your career, we also offer excellent benefits such as a minimum of 6.8 weeks holiday, enhanced occupational sick pay, pension auto enrolment, a commitment to your health and wellbeing through our employee assistance programme and a flexible working environment that enables you to excel at work while being able to balance things at home.

**The Gateway **is our Third Sector Hub. Located in the centre of Perth, we provide shared office accommodation, meeting places and enjoyable workspaces that enable the third sector in Perth & Kinross to collaborate and communicate together.

Reporting to the Centre Coordinator the Reception and Meetings Assistant will be responsible for providing a friendly, professional, and efficient reception service and for coordinating all aspects of our meetings, events, and conference bookings.

**About you**

To be successful in this role you’ll have a unique mix of skills and qualities including effective time management and organisational skills, computer, and communications skills a warm friendly nature, a positive can-do attitude, and a helpful service-oriented way of working with people. You’ll relish opportunities to solve problems, and you’ll have instinctive attention to detail with the ability to move from planning to implementation quickly.

**What you’ll be doing**:
**Reception**

1. You’ll be the face of the Gateway, welcoming and providing a helpful and professional service to all our colleagues, visitors, and clients.

2. You’ll be answering, screening, and forwarding incoming calls to our services including recording and passing on messages.

3. You’ll act as the central communication and information link for all colleagues and general public queries.

4. You’ll help all colleagues, visitors, and tenants at the Gateway with any issues relating to IT, telephones, office, facilities, equipment, and car parking in an efficient and timely manner.

5. Maintain weekly sign in registers for all visitors and employees who are based in the Gateway.

6. Make sure that our Reception Area and all meetings’ rooms are clean, organised, and conducive to people being able to hold productive meetings.

**Third Sector Tenants**

1. Meet and greet potential new tenants; show them around the centre, establish their shared office and meeting room requirements and match their needs to our available facilities.

2. Support our tenants with any issues or ideas relating to their tenancy.

**Meeting Room Bookings**

1. Work closely with the Reception and Administration team to maximise revenue through increased room bookings.

2. Maintain our online booking process and system that will help us to grow our meeting and event bookings.

3. Maintain bookings information and be able to report on continuous improvement of our room booking service.

**Conference and events management**

1. Organise and set up all conference and events both for external visitors to the Gateway and for internal full team conferences and get togethers.

2. Make sure that each meeting has the correct set up and anticipate visitor needs to provide everything they will need and check that everything is in good working order so that all meetings can progress according to plan.

3. Clear down all meeting rooms and make sure all rooms are ready for the next day’s meetings the night before.

4. Establish, monitor, and report on a feedback process that enables us to identify our meetings and conferencing strengths and address areas for improvement as a team.

5. Make sure that we are charging correctly and receiving the cost neutral revenue for food, beverage and equipment hire.

6. Ensure that you understand and can use and coach our visitors in the use of all conferencing and AV equipment.

7. Ensure that all conferencing guidelines and visitor support is in place, kept up to date and easily accessible.

8. Work with the Marketing and Communications Coordinator to help raise awareness of the Gateway and put the centre on the map as the first choice for meeting spaces for third sector organisations in Perth & Kinross.

**Key skills and experience**
- Previous experience in a similar position would be ideal but is not essential as full training will be given.
- A strong sense of service to others and excellent customer service skills.
- Bookings systems experience and management and events coordination experience.
- Computer skills and experience of reception and conference equipment set up and use.
- Building collaborative working relationships.
- Having a flexible approach to work and working times.
- Communication and Influence.

**Salary**:£20,540.76 (FTE) per annum plus benefits
**Closing date**: 05 December 2023
**Hours of work**: 32 hours per week -