Reception Administrator – Weekend Cover

Chalice Well; Glastonbury; Hybrid; GBP 16,000 - 20,000; Part time

Benefits offered by this job

Training provided

Staff discount

28 days holiday

Job summary

The Chalice Well Trust is seeking a Reception Administrator to be the friendly front-of-house. You will manage bookings for the Retreat House and rooms, handle calls and emails, and support day-to-day office tasks with a calm, organized approach.

This part-time role requires a reliable team player who can work weekends, provide occasional relief coverage, and contribute to a welcoming visitor experience at our Chalice Well site in Glastonbury.

Qualifications

• Experience delivering professional front-of-house customer service in a public-facing role.
• Ability to keep accurate records and manage bookings or databases.
• Excellent written and verbal communication, with good numeracy.

Responsibilities

• Provide professional front-of-house presence and warm visitor welcome.
• Complete site opening/closing processes and handle enquiries by phone and email.
• Administer Companion bookings for Retreat House, Meeting Room and Upper Room.

Skills

Customer service

Communication skills

Computer literacy

Numeracy

Organised & methodical

Teamwork

Tools

Database management

Email/Office suite

Job description

The Chalice Well is a spiritual sanctuary and retreat in Glastonbury, Somerset. A World Peace Garden, the Chalice Well is a place where people of all beliefs and spiritual paths are welcome.

The Chalice Well Trust was originally founded by Wellesley Tudor Pole in 1959 to ensure that this very ancient Holy Well could continue to be available to all – forever. Our vision is to protect and sustain the Chalice Well as a place of deep resonance for all those who visit, from near and afar, and for all who work or volunteer there, and to work alongside all people of good will and true heart to sustain this sacred place as a beacon of hope throughout the world.

The Chalice Well retreat house – Little St Michaels, is a grade 2 listed building with some parts dating back to the 16 th century. It is a site of spiritual, cultural and historical significance housing pictures, furniture and artefacts that are very rare and/or very old. The house is available for Companions to book throughout the year and is for the purpose quiet contemplative retreats.

We are recruiting the following position –

3 days (24 hours) per week on Friday, Saturday and Sunday each week. Additional overtime hours may be available for cover.

Terms and conditions

Rate of pay £13.42 per hour
Overtime paid at basic rate / hour
Salary and overtime hours are paid 15th of each month

Training provided, Staff discount.
28 days’ holiday for the year inclusive of statutory bank holidays for 40 hour week + 1 day for your birthday. Pro rata 18 days for this role.

Core purpose of job role:

The Reception Administrator is the front of house face of the Chalice Well Trust and is responsible for presenting a professional and friendly impression, an efficient and effective customer service and ensuring the most positive of visitor experiences.

Key tasks & responsibilities:

• Provide a professional and friendly front of house presence to visitors, Companions, members of the general public and deliveries, ensuring a strong customer service ethic
• Complete the site opening and closing process
• Answer and respond to incoming telephone calls and enquiries
• Process emails which fall within the duties of this role, and to field and redirect emails which relate to other members of the staff team
• Administer Companion’s bookings for the Retreat House, Meeting Room and Upper Room
• Issue new Companionships and renewals
• Process and administer payments and deposits in the office, and provide administration support for Direct Debit processing when required
• Deliver check-in’s for Companion’s and guests into the retreat house, the Meeting Room and the Upper Room when required
• Complete regular garden walks to check all is well
• Provide relief cover for the Gatehouse if volunteer does not attend. In the absence of the Volunteer Co-ordinator, fill the Gatehouse Volunteer rota
• Under the direction of the Private Access Coordinator, respond to enquiries for Private Access and support the administration and cover when needed
• Ensure adequate supply of leaflets and forms and photocopied documents
• Monitor stocks of stationery and office supplies, raising requests for replenishments if needed
• Arranging the mobility scooter for any garden visitor who may require it for access around the gardens
• Attend and support Chalice Well Trust Events when required
• Attend staff meetings and contribute when possible
• Apply the Chalice Well Trust policies and staff spiritual protocol
• Any other reasonable duties which are appropriate to the post

Specific criteria required for this position:

• Previous experience of completing administration duties consistently and efficiently in a customer facing role
• Previous experience of maintaining database records accurately and effectively
• Competent in the use of email and a good standard of computer literacy
• Able to be organised, calm and methodical in the approach to work tasks
• Able to confidently and clearly communicate with others, verbally and in writing
• Good numeracy skills using the tools provided
• Able to work well as part of a 7 day/week team, working collaboratively with other staff members to provide mutual support
• Comfortable to focus on priorities during busy times, and to be flexible when faced with differing requirements
• Able to promptly escalation any issues to the your line manager