Part Time Centre Support Worker – Reception & Room Hire

Volunteer Centre; Leeds; On-site; GBP 20,000 - 24,000; Part time

Job summary

A community support organization in Leeds seeks a flexible Receptionist to manage reception and room hire operations. Responsibilities include welcoming visitors, handling inquiries, coordinating room bookings, and supporting general administrative tasks. The ideal candidate will excel in customer service and possess strong communication skills. The role involves part-time hours, including evenings and weekends, requiring a commitment to safeguarding the community and supporting the team's diverse needs.

Benefits

28 days annual leave pro rata

Supportive work environment

Flexible working hours

Qualifications

• Experience in customer service and reception roles is required.
• Ability to work flexible hours including evenings and weekends.
• Must be organized and able to handle multiple tasks efficiently.

Responsibilities

• Manage reception tasks including welcoming visitors and handling inquiries.
• Coordinate room hire bookings and ensure facilities are maintained.
• Support general administrative duties as needed.

Skills

Communication skills

Flexibility

Teamwork

Customer service

Job description

Leeds Mencap

Reporting to: Centre Manager

Hours: 30 hours per week (part time) – including some evening and weekend cover when needed

Annual Leave: 28 days per year plus public holidays (pro rata for part time hours)

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. You will be a keyholder and expected to be flexible to provide cover as needed.

Purpose of the role

To provide friendly and professional reception and room hire support and work as part of a team to ensure the safe and smooth running of the Vinery Centre.

Reception service:

• Make sure visitors to the centre can get in (E.g. if you are setting up in the morning make sure you listen out for room hirers coming in; 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, putting out umbrella stands and extra mats if raining and floor getting wet
• Making sure leaflets and posters in display boards are kept in date and tidy
• Dealing with lost property
• Ensure good handovers to the Centre Support Team
• Support with general administrative tasks when you have capacity

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 and keep on top of this 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
• Maximise our room hire income: E.g. prompt follow up of inquiries, promoting our room hire, providing excellent customer service to ensure repeat bookings, etc.
• Deal with inquiries for room hire – liaise with Centre Manager for non-standard bookings
• Follow room hire procedures and processes
• Put room bookings on SKEDDA room booking system and ensure paperwork completed as required
• New Bookings – set up an electronic folder and set up on SKEDDA as a new user
• Follow up Purchase Order Numbers 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)
• 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 check that work/activity space toilets in reasonable condition; clean as required and replenish stocks as required
• Keep room hirers areas tidy, replenishing stocks of tea/coffee, emptying bins, wiping tables down
• Emptying and loading dishwashers as needed
• Sourcing and Ordering items for centre support (including doing Purchase orders)
• Make sure enough teas/coffees (including decaf), sugar and biscuits in stock
• Collect and record feedback from room hirers
• Taking payments and providing receipts face to face – sending SumUp Links for remote payments
• Look after any reception and room hire volunteers
• Completing any checks as agreed
• Producing the weekly room hire planners, including for sensory and soft playroom
• Support with buffets – planning menus, food preparation

Other tasks when providing cover for colleagues

• Support for weekly and monthly maintenance checks and preventative checks (e.g. fire alarm/fire extinguisher testing)
• Cleaning

General:

• You will be a Key Holder and be able to act as Fire Lead as required and provide backup cover as needed
• Adhere to all Health & Safety, Safeguarding and Data Protection requirements
• Undertake other duties appropriate to the role as required

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. All posts are subject to an enhanced DBS check.

We aim for our team to reflect the diversity of people in Leeds and welcome applications from all communities.

Please refer to the Person Specification in the job pack when completing your application.

Please note we do not accept CVs.

For more information please contact Bernie Gahan on 0113 235 13 31 or e-mail [emailprotected]

We would also ask you to complete our Equality and Diversity monitoring form. This form is for monitoring purposes only and will not be treated as part of your application.