Membership Secretary / Receptionist

Job Title: Membership Secretary/Receptionist

Location: Regional Agricultural Centre, Great Yorkshire Showground, Harrogate HG2 8NZ

Salary: Depending On Experience

Job Type: Permanent/Part-time

Hours: 22.75 hours per week Monday to Friday. The working pattern, in conjunction with the other role holder, needs to cover the operational hours of Mon to Fri 8.30 to 5.30 pm. Our current receptionist works 4 days in week 1; a full day and 3 mornings then in week 2; a full day and 3 afternoons.

For the whole of June until after Great Yorkshire Show (mid-July) hours will increase to a minimum of 35 per week with additional hours on Great Yorkshire Show days (including the weekend before). The role holder will also be required to cover for up to 4 weeks of the holidays of the other team member. Due to the Great Yorkshire Show no annual holidays can be taken in the period June until mid-July.

There are other specific weeks, such as during membership renewals, that will require full-time working.

The role:

• To manage all the administrative aspects of membership and ticket sales.
• To manage the smooth running of Reception, dealing with phone calls, mail sorting and despatch, visitors (both internal and external), dealing with setting up and clearing from Meetings including washing up and acting as admin support to all tenants of the new building.

Main Duties include:

Membership

• Processing accurate membership payments (credit cards, cash, direct debits) ensuring correct details are passed to our accounts department and entering all details onto the membership software
• Maintaining accurate database records of all members
• Sending daily reports to Financial Controller, processing direct debit mandates, checking payments, entering information onto the system and posting to banks
• Promoting the benefits of membership to visitors to Society events and answering membership queries

Reception

• Answering switchboard and dealing with external and internal calls

• Sorting and distributing incoming mail and collecting, franking and organising the outbound mail for the evening collection
• Dealing with all aspects of the Franking Machine: organising mail slots and Royal Mail PPI forms. Daily programming, breakdowns, summary reports etc
• Responding to all email and telephone enquiries, taking messages and dealing with questions associated with the Society and our wider events
• Taking orders, processing payments and despatching tickets for the Great Yorkshire Show and Springtime Live
• Training other staff as necessary in the use of the Franking Machine, photocopier, Credit Card machine, Membership software etc
• Assisting other departments with administrative tasks e.g Mailouts, typing, photocopying etc
• During GYS week to operate as a reception service for either general Visitors and Membership, Tradestands and Livestock and Entries
• Occasionally assisting at other events for instance Education including Springtime Live etc
• Setting up rooms for meetings in the Regional Agricultural Centre and the associated clearing up afterwards
• Any other appropriate duties as and when required

Key skills:

• Strong written and oral communication skills
• Good customer and interpersonal skills and excellent telephone manner. Previous customer service experience is essential
• Ability to communicate clearly and concisely to all customers
• Ability to process payments accurately
• Database experience or skill would be preferable although full instruction/training will be given
• Numeracy skills are essential due to the requirement for the compilation and checking of payments
• Good computer skills (Word, Excel, database packages etc) are required
• Ability to write letters and a variety of different business correspondence
• Ability to understand and work to company policies and work procedures
• Good reasoning ability to define problems, utilise questioning skills and gather relevant data
• Ability to cope in a busy work environment and deal with potentially pressured situations in an effective friendly manner
• Good team working skills
• Ability to work on own initiative
• Flexibility to deal with peaks and troughs of workload, hours and different tasks

Please Note: due to the nature of the role, no sponsorship or relocation packages will be available for this position so all candidates must be eligible to both live and work in the UK to be considered.

Please click the APPLY button to send your CV for this role.

Candidates with the relevant experience or job titles of: Admin Assistant, Receptionist, Administrator, Admin, Administrative Assistant, Secretary, Support Administrator, Company Receptionist, Customer Support, Client Service may also be considered for this role.