Reception Administrator - St. Albans

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.

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. This role will you require to work Mondays 3:30pm - 9pm .

About the role

This role will include:

• Providing high quality customer service face to face, by email and on the telephone to all users of the Music Centre.
• Providing high quality administrative support to the Regional Business & Admin Manager, Regional Manager and / or Music Development Lead in charge.
• Controlling entry access to the centre and ensuring all safeguarding requirements are satisfied.
• Providing information and guidance to customers about the different musical activities of the centre and signposting of appropriate instruments and progression routes.
• Ensuring 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.
• Supporting 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.
• Ensuring 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.
• Supporting 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.

About you

Essential:

• 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.
• You will be a competent administrator with experience of using Microsoft Office and customer relationship management systems.
• You will be someone who is confident to be the first point of contact for both customers and managers.
• You will be self-motivated, professional and approachable as well as an excellent team member.
• You will have a keen eye for detail, particularly when managing sensitive or confidential information and ensuring data is handled securely in line with GDPR rules.
• You must be willing to undertake a variety of administrative tasks, operating within departmental policies and procedures.
• Good problem-solving skills, able to apply learning from any previous experience.
• Good written and verbal communications skills.
• Excellent time management skills and an ability to strategically prioritise key tasks at peak workload points.
• 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 alongside a willingness to learn new musical skills to better support the Service.
• Experience of delivering consistently high customer service and creating a welcoming and inclusive environment for students, families and staff.

How to apply

As part of your application, please upload your most recent CV. Ensure your CV is up to date with your employment history (including any employment gaps), and including any training/qualifications. We encourage you to include examples of where you have demonstrated the requirements/criteria in the advert / job profile to allow the panel to fully recognise your skills and abilities. You will have the opportunity to include a short covering paragraph within your application to give us a little more information about your skills, knowledge, and experiences.

Additional information

Disability Confident
We are proud to be a Disability Confident employer and guarantee an interview to anyone disclosing a disability whose application meets the minimum criteria for the post.

Safeguarding
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). Further information about the legal requirement can be found here.

Job Reference: HCC26066