Vacancies

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Frontline Team Leader

Reports to: Head of Staff
Job Type: Permanent 
Basic hours per week: Full-time (35 hours), office-based. Flexible working considered. 
Remuneration: £20-£24,000 pa depending on experience
Direct reports: Receptionist 

THE ROLE

We are looking for a friendly and outgoing Frontline Team Leader with a love of people to drive excellent standards for the frontline team and deliver outstanding service. Together with our Receptionist, you will be the face and voice of the SoA, welcoming staff, members and visitors while supporting the smooth-running of our busy office.

You will provide outstanding member and visitor experience from entry; assist colleagues in setting up and running meetings and events; negotiate with third parties to coordinate supplies for day-to-day activities; act as a Health and Safety Officer and manage our main Receptionist. 

And as we’re in the process of moving premises from South Kensington to Central London, we also need you to be practical and hands-on, not afraid to get your hands dirty to help us with the move to our new building.

This is a great opportunity for a confident self-starter who thrives when thinking on their feet and deals well with pressure in a fast-paced environment.

Areas of responsibility will need to be adapted when we move into the new building and so flexibility and a willingness to embrace change is key to being successful in this role. 

RESPONSIBILITIES

Front of house:

  • Overseeing frontline operations: how the frontline is organised, managing the office diary;
  • Duties as primary phone cover when necessary, secondary cover for remainder
  • Assist in the coordination and management of meetings and events;
  • Ensuring the front office is kept tidy and the meeting areas are closed down each day.

Health and Safety:

  • Act as a Health and Safety Officer, Fire Warden, and First Aider, following training;
  • Ensure Health and Safety checks and instructions are issued for all new starters;
  • Organise PAT-testing, as required;

Facilities:

  • Proactively ensuring the offices remain safe, clean, supplied, and operational;
  • Point of contact for office contracts, coordinating the renewal/renegotiation of contracts;
  • Managing office supplies to ensure the best prices are obtained for day-to-day requirements;
  • Organise and assess suitable repairs, or works, in the office;
  • Point of contact for all colleagues in relation to office issues and queries;
  • Proactive management of meeting spaces and diary; meeting space hire and bookings: liaising with external contacts and staff about use of meeting spaces and managing the support required from the frontline team;

Other Responsibilities:

  • Day-to-day line management and training responsibility for the Receptionist;
  • Liaising with staff about their support requirements;
  • Assist the Events Manager with the arrangement of events and meetings; 
  • Part of the recruitment team for new frontline staff;
  • Work on the office move with our Projects Manager and team.

Secondary reception support, when needed:

  • Welcoming visitors;
  • Fielding telephone enquiries;
  • Sorting incoming/outgoing post;
  • Filing and membership assistance;
  • Events set-up;
  • Photocopying, printing and general administrative tasks.

PERSON SPECIFICATION

  • Previous experience in front-of-house and facilities management
  • Experience as an Executive Assistant an asset
  • Excellent communication, interpersonal, relationship-building and networking skills;
  • High competency with Word and Excel, with a strong knowledge of technology
  • Procurement and negotiation skills;
  • Strong numeracy and verbal skills;
  • Good time management skills;
  • Clear and concise writing skills and the ability to handle long and complex documents;
  • Teamwork skills and the ability to lead and motivate others;
  • Drive and enthusiasm with a positive attitude;
  • Practical, flexible and innovative approach to work;
  • The ability to multi-task and prioritise your workload.

Benefits include a staff pension scheme and private healthcare.

If you feel this role is for you, we’d love to hear from you. Please email your application together with your CV to Anna Ganley at AGanley@societyofauthors.org by Friday 23 March.

Interviews will be carried out in late March/early April, with a view to the successful candidate starting in April/May 2018.  

The Society of Authors is an equal opportunities employer.

 

General Administrative Assistant

Reports to: Head of Staff
Job Type: Permanent 
Basic hours per week: Full-time (35 hours), office-based. Flexible working considered. 
Remuneration: £18,500 pa

 

THE ROLE

We need a General Administrative Assistant to support our departments with routine administrative tasks. And as we’re in the process of moving premises from South Kensington to Central London, you’ll need to be practical, hands-on and not afraid of getting your hands dirty!

This is an excellent, entry level opportunity to gain experience in a creative industry.

RESPONSIBILITIES

You will assist all departments with routine administrative duties, tasks may include, but are not limited to:

  • Archiving support: working with our Projects Manager to assess our storage and information needs, including sorting files, documents, books and equipment, preparing inventories and arranging for storage and disposal as appropriate.
  • Events support: taking event bookings and dealing with events enquiries.
  • Membership support: filing and archiving membership records, making amendments to the database, dealing with membership enquiries such as replacing membership cards and sending routine membership letters and assisting the Membership department with their routine duties.
  • Office move assistance: working with our Projects Manager on tasks related to the office move, to include administrative and logistical support.
  • Reception support: phones cover, meeting space set-up, photocopying, printing and general administrative support.

PERSON SPECIFICATION

  • Excellent IT skills, including Microsoft Word and Excel, Outlook and database experience
  • Strong attention to detail and data inputting accuracy
  • Good communication and telephone skills
  • Good level of literacy and maths
  • Ability to complete tasks to deadlines
  • Ability to work both in a team and independently
  • Practical and resourceful
  • A personable, positive and proficient manner

Benefits include a staff pension scheme and private healthcare.

Recruitment for this role is via Creative Access please see their job listing for application details.