Hub Receptionist

This is a Kickstart opportunity – so it’s only open to young people aged between 16-24 who are currently unemployed and claiming universal credit. To apply, you must speak to your Job Centre Plus work coach.

Music Studio Hub
Receptionist/Administrator
Full-time (37.5 hours a week)
£18,000 plus pension and training package
Gloucester based 

About The Music Works and why we need this role

The Music Works is a Gloucestershire charity that transforms young lives through music. We’re specialists in working with young people in challenging circumstances to help them reach their full potential in music, in learning and in life. We work with over 3,000 young people a year in schools and our four community rehearsal spaces in Cheltenham, Gloucester, Stroud, and the Forest of Dean. Here is an introduction to our work: https://youtu.be/zz14_Zi2POY

In April 2021 we will be opening a new inclusive music hub for young people in Gloucester. https://www.youtube.com/watch?v=7UHEU7Sszg4 The Hub will be a pioneering centre for inclusive best practise in music. It aims to be youth led with a focus on young people in challenging circumstances. The Hub will have 2 recording studios, a broadcast room, practice room, sensory music space and learning pod. It will also have a small, flexible events space and a chill out area with kitchen. 

This role will be the receptionist for the Hub, providing the first point of contact for all young people coming into the space.

Brief

This is a permanent full-time role and its main purpose is to be a really friendly and helpful face when young people and/or their carers come into the Hub. The role will also provide a range of administrative support services for the Hub and the wider organisation. 

Key responsibilities

  • Be the main point of contact for visitors or phone calls, dealing efficiently with enquiries and requests and ensuring The Hub is a friendly, helpful and safe space for anyone arriving or visiting
  • Ensure all visitors are signed in to our system, and adhere to any safety procedures
  • Be aware of all programmes and projects going on in and outside of The Hub
  • Answer email and telephone enquiries the public may have, or point them to the right person in the organisation
  • Basic website updating, i.e: events, blogs, news
  • Conduct general administrative duties including for the Hub, Upsurge (our artist development programme) and Youth Voice sessions and performances. This includes booking meetings, organising artist 1-to-1s and recording all sessions that take place on Upshot (our data collection software) 
  • Keep the bookings calendar up to date with all the relevant information
  • Administer our data collection platform, Upshot, including checking music leaders have uploaded data, producing reports, inputting registers
  • Take activity fees, cash up and take cash/card payments
  • Update our monitoring and evaluation spreadsheets monthly
  • Collect all invoices from freelancers and Studio Engineers, ensuring those from Studio Engineers match the calendar entries
  • Book staff and Board meetings upon request and set up online meetings through Zoom
  • Keep basic office supplies like pens stocked and accessible to visitors
  • Keep a safe and clean reception area by complying with procedures, rules, and regulations.

General

  • Be committed to putting young people at the heart of everything we do
  • Promote and comply with all of our policies and practices
  • Be responsible for identifying and undertaking training and personal development 
  • Undertake any other reasonable duties, commensurate with the level of the post so as to ensure the smooth running of 

Person specification

Essential Experience, Skills and Attributes

  • Really friendly and approachable with an ability to build rapport with colleagues, contacts and visitors (particularly young people)
  • Experience of working in a customer-facing role with a good understanding of good customer service
  • Excellent organisational skills, time keeping and attention to detail
  • Adaptable and flexible
  • Trustworthy
  • Ability to communicate clearly and effectively by telephone, email and in person
  • Ability to work unsupervised and take responsibility
  • Sound IT proficiency, including Microsoft Word, Excel or equivalent
  • Strong interpersonal skills, patience, empathy, a positive approach and respect for others
  • Excellent communication skills
  • Calm, flexible and resilient when working with young people
  • A great team player

Desirable

  • Experience of budgeting and working with finance, Quickbooks 
  • Experience of website administration
  • Experience of dealing with a high volume of telephone and email enquiries
  • Experience of working in a busy environment and prioritising competing demands
  • First aider, or willing to undertake first aid training
  • Experience with Asana project management platform

Details of the role

This is a full-time role (37.5 hours per week), subject to normal probation period of 6 months. You will receive extensive training and support including:

  • Fortnightly supervision and/or mentoring
  • A bespoke training package including The Music Works Induction, First Aid, finance and HR administration, website admin, Health and Safety, 
  • DBS Safeguarding check

The salary is £18,000 for 37.5 hours a week. Some weekends and evening work will be expected.

The role will be based at our Gloucester studio in Gloucester. 

For enquiries about the role, please contact jmarston@themusicworks.org.uk

How to apply

This is a Kickstart opportunity – so it’s only open to young people aged between 16-24 who are currently unemployed and claiming universal credit. To apply, you must speak to your Job Centre Plus work coach.

The Music Works values diversity and is an equal opportunities organisation, committed to creating an inclusive organisation. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds who reflect the community we serve. We encourage applications from all backgrounds.