Reception/Room Hire Cover (bank)
Job Title: BANK – Receptionist/Room Hire Cover
Reporting to: Centre Manager
Pay: £12.28 per hour
Hours: Bank role with hours as agreed when needed – each period of work known as an ‘assignment’ – in the first instance we have an assignment for 4 months to work a total of between 10 and 12 hours per week in the afternoons across 3 to 4 days.
Holiday: Equivalent to 7.2 weeks pro rata per annum; paid at the end of an assignment if not taken.
Location: The Vinery Centre, 20 Vinery Terrace, Leeds LS9 9 LU
This role is very varied and the postholder will need to work flexibly and co-operatively with the Centre Support team (Staff and any volunteers). Our room hire service is an important income generator to help support our charitable activities – working with children and young people with learning disabilities and their families. We have a mix of regular and one-off room hire bookings and these are mainly from charities, the NHS and the council.
Purpose of the role To provide friendly and professional reception and room hire support and work as part of a team to ensure the smooth running of the Vinery Centre.
Reception service:
- Make sure visitors to the centre can get in (E.g. if you are working in the morning make sure you listen out for room hirers when you are setting up rooms; set up doors appropriately - e.g. put door from car park entry on automatic open setting as soon as you are not the only person in the area; if you are working out of hours make sure you have the intercom mobile) – handover to colleagues if you leave the reception area and not able to do this
- Welcoming visitors to the centre – make sure they are signing in and out and that they know any important information – e.g. if there is a fire alarm test, if the car park is going to be locked, etc.
- Issue door access cards, locker keys, sensory room cupboard keys as needed – follow recording systems
- Dealing with incoming post
- Keeping reception area clean and tidy, including hoovering entry mats as needed, cleaning reception desk, sweeping and mopping reception floor as needed
- Making sure leaflets and posters in display boards are kept in date and tidy
- Keep bookcase tidy
- Dealing with lost property
- Ensure good handovers to Centre Support Team members
Answering phones, transferring calls, taking messages:
- If you are confident and have the relevant information to hand then deal with straight forward inquiries
- Take messages for complex inquiries
- Pass those with learning disabilities onto the relevant teams unless it is just a very straight forward inquiry such as is the youth club on tonight and you know it is.
- Check info@ email inbox
- Deal with room hire enquiries (See next section)
- Forward to relevant departments if clear and save in their folder
- Check with Administrator/Centre Manager regarding more complicated inquiries and deal with as agreed, e.g. forwarding to them for them to deal with or replying following their guidance
- Do not open any attachments from emails you do not know
Room Hire Service:
- Deal with inquiries for room hire – liaise with Centre Manager for non-standard bookings
- Follow room hire procedures and processes
- Put room bookings on room booking software system and ensure paperwork completed as required
- Set up electronic folder for new bookings and add to master spreadsheet
- Follow up Purchase orders for room bookings
- Room set up – includes quick clean of spaces if needed following any previous meetings (including first thing in the morning following evening meetings)
- Ensuring any buffets have correct food labels/signs, crockery, cutlery, napkins and serving implements
- Looking after room hire resources (cups, urns, jugs, crockery etc, and IT equipment such as laptops, TV’s, remotes, extension leads) ensure everything is correctly put away
- Regular checks that work/activity space toilets in reasonable condition and replenish stocks of toilet paper/soap as required
- Keep room hirers areas tidy, replenishing stocks of tea/coffee, emptying bins, wiping tables down; clearing away after buffets
- Emptying and loading dishwashers as needed
- Make sure enough teas/coffees, biscuits in stock for room hire
- Collect and record feedback from room hirers
- Taking payments and providing receipts
General:
- You may be asked to help with general administrative tasks and preparing signs, leaflets for room hire.
- You may be trained to be a Key Holder and be able to act as Fire Lead as required and provide back up cover as needed
- Leeds Mencap is committed to safeguarding all children, young people and adults at risk of harm. We expect all staff and volunteers to fully share and demonstrate this commitment.
- Adhere to all Health & Safety, Safeguarding and Data Protection requirements
- Undertake other duties appropriate to the role as required
- Follow organisational policies, codes of conduct and practices.
- Read ‘Monthly Snippets’ – Leeds Mencap’s internal communication system – sent by email monthly (print out on staff notice board) – this includes important updates to policy, staffing, procedures, future plans, etc.
- Behave in a way that reflects your commitment to Leeds Mencap’s vision, mission and values.
If you would like to discuss this role in more detail please contact the Centre Manager on 0113 2351331 or email us at administrator@leedsmencap.org.uk
Closing date: Midnight Saturday 10th May 2025
Shortlisting date: Monday 12th May 2025
Interview date: week beginning 19th May 2025 (please note, a mutually agreeable interview date may be arranged prior to this date for the right candidates)
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
