Reception Administrator

Hertfordshire County Council; Hitchin; On-site; GBP 20,000 - 26,000; Full time

Job summary

Hertfordshire Music Service of Hertfordshire County Council is seeking a Reception Administrator to welcome students, parents and staff and to ensure smooth operations. You will be the first point of contact and provide dedicated administrative support to the team.

You will need strong literacy, numeracy and IT skills, experience with Microsoft Office and CRM systems, and the ability to handle multiple tasks while maintaining a welcoming, inclusive environment.

Qualifications

• Strong literacy, numeracy and IT skills.
• Experience using Microsoft Office and CRM systems.
• Excellent written and verbal communication.
• Ability to manage multiple tasks at peak times.

Responsibilities

• Provide high-quality customer service face to face, by email and on the telephone.
• Provide administrative support to Regional Business & Admin Manager and Music Development Lead.
• Be confident with lone working within a busy office.
• Control entry access to the centre and ensure safeguarding requirements are satisfied.
• Inform and guide customers about music activities and progression routes.
• Set up rooms and manage pupil registrations and activity attendance.
• Support staff with scheduling, lesson registers, and message taking.
• Ensure staff and visitors are signed in and health and safety communicated to site users.
• Support events and concerts and manage related admin including payments.

Skills

Customer service

Communication

Teamwork

Time management

Problem solving

Tools

Microsoft Office

CRM systems

Job description

Join Our Team as a Reception Administrator! Are you passionate about music and administrative excellence? We're seeking a dedicated Reception Administrator to be the welcoming face of Hertfordshire Music Service. As the first point of contact for students, parents, and staff, you'll play a crucial role in ensuring smooth operations and fostering a positive environment. About the team For over 40 years Hertfordshire Music Service has successfully delivered musical opportunities to generations of young people throughout the county. The service is now one of the largest in the country with many thousands of young people involved in our weekly musical activities, supported by over 400 teachers. We receive funding from the Department for Education through the Arts Council England, as well as generous support from Hertfordshire County Council to provide world class music tuition to the residents and families of Hertfordshire. Our vision for 2020-30 All Hertfordshire's children and young people, regardless of background or circumstances, have the opportunity to discover or develop their unique musical voice and express themselves through the language of music. Our 11 music centres across the county are local musical community hubs with the ambition of providing engaging, life-long music education as well as a wider variety of activities including music technology, music production and youth leadership opportunities. HMS is a team of passionate musicians, teachers and educators who care deeply about enabling young people to experience the benefits of a high-quality music education. We deliver the incredible musical, personal and social outcomes that come from learning a musical instrument week in, week out., The postholder will:

• Provide high-quality customer service face to face, by email and on the telephone to all users of the Music Centre.
• Provide high-quality administrative support to the Regional Business & Admin Manager, Regional Manager and / or Music Development Lead in charge.
• Be confident with lone working within a busy office.
• Control entry access to the centre and ensuring all safeguarding requirements are satisfied. This is a keyholder role.
• Provide information and guidance to customers about the different musical activities of the centre and signposting of appropriate instruments and progression routes.
• Ensure all rooms are set up appropriately and to take an active part in setting up the rooms as required. Manage pupils arriving for activities until the teacher is available to take charge. Ensuring registration paperwork is completed for new members.
• Support the teaching staff with operational requirements to manage their schedules, i.e., delivering and quality checking completion of lesson registers, message taking and contacting pupils as required.
• Ensure that all staff and visitors are signed into the centre. Supporting the Regional Business & Admin Manager to ensure centre health and safety responsibilities are fulfilled and communicated to site users, including supporting with the management of evacuation and first aid requirements in case of emergency.
• Support concerts, celebration events and music making days at the centre and other venues such as churches and concert halls for Music Centre concerts. Dealing with all appropriate administration including all payments associated with the event. Experience of delivering consistently high customer service and creating a welcoming and inclusive environment for students, families and staff.
• A good standard of literacy, numeracy and IT skills are important to deliver the role and to be able to support other staff and customers in their use of Music Service systems and procedures.
• A competent administrator with experience of using Microsoft Office and customer relationship management systems.
• Able to undertake a variety of administrative tasks, operating within departmental policies and procedures.
• A confident, first point of contact for both customers and managers, displaying good written and verbal communications skills.
• Excellent time management skills and an ability to strategically prioritise key tasks at peak workload points.
• Self-motivated, professional and approachable as well as an excellent team member.
• A keen eye for detail, particularly when managing sensitive or confidential information and ensure data is handled securely in line with GDPR rules.
• Good problem-solving skills, able to apply learning from any previous experience.
• Willing and able to learn new skills and adapt to the changing needs of the role and service

Desirable

• A keen interest in music and education is desirable.

We welcome applications from candidates who currently reside in the UK with established proof of right to work documentation. We are not able to offer sponsorship at this time for this role. As our Reception Administrator, you will enjoy a varied and rewarding role where no two days are the same. You will face a range of challenges, from managing enquiries to coordinating schedules, helping you to develop strong problem-solving skills and adaptability. The role offers valuable experience in administration, customer service and communication, providing an excellent foundation for future career development within our organisation. You will also play an important role in supporting the success of our music programmes, ensuring teachers, students and parents receive an efficient and seamless service through the effective management of administrative processes.

This role has been identified as requiring a Disclosure & Barring Service (DBS) check.

English Fluency The ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post (for those whose language is a signed language the provision of a sign language interpreter who speaks English to the necessary standard of fluency will be required).