Psychosynthesis Trust, 92-94 Tooley Street, London Bridge
Contract:
Minimum 17 hours per week at weekends; permanent; plus various rostered overtime cover across weekdays between 7.30am and 9.30pm.
Salary:
13.50 per hour
Holiday:
Pro rata of 25 FTE days per year + 3 FTE Christmas closure
Accountable to:
Facilities Manager
Essence of the role
? To be the frontline point of contact for all our communities and enquiries
? To engage with our communities in providing a high standard of service and care
? To ensure the building and space are well set up and resources for training and therapy work
? To support the Programmes team in general administrative activities
Frontline and service function
To provide an excellent standard of service on the telephone, in-person, and through email correspondence to all enquiries.
To be the first point of contact for welcoming all communities that use our building, ensuring signing-in and signage protocols are followed, and directing people appropriately.
Building and space function
To ensure all training and counselling rooms are resourced and furniture is well set up for each day's activities and ensure that these are well maintained throughout the day.
To ensure that all resources and supplies for training and counselling rooms are sufficiently stocked, ordering stocks, and dispatching resources to students and trainers that are working virtually.
To set up any IT and conferencing equipment in training rooms that will host a hybrid learning experience.
To be a key holder for the opening and closing of the building.
To ensure refectory areas are replenished for refreshments and are well maintained throughout each day.
To ensure our student library is well organised, referenced, and well maintained.
To support the Facilities Manager in tasks relating to fire, health and safety, and any ad hoc cleaning and minor maintenance duties.
Administrative function
To support in managing the online room booking system for internal and external bookings.
Opening and distributing post and posting outgoing mail and parcels at a local post office.
Daily management of the enquiries email inbox, responding to enquiries, and directing as appropriate.
Answering incoming telephone calls, responding to enquiries, and directing calls as appropriate.
Support the Programmes team in booking Zoom meetings for all online training, updating the Google Calendar, and corresponding with trainers, tutors, and supervisors to provide details of all Zoom bookings.
Support the Programmes team with administrative duties, such as printing course materials and certificates, for in-person training and to collate resource parcels to be sent to students who are training virtually.
To provide general administrative assistance to the Facilities Manager as required.
To support the Facilities Manager in coaching and leading the reception team.
Competencies and experience
Essential:
Excellent written and spoken English language skills.
Good IT skills. Proficient in Zoom and Microsoft products such as Outlook, Word, Excel.
At least 2 years' work experience in office-based roles.
Experience in customer service roles
Desirable:
Interest in Psychosynthesis or transpersonal psychology.
Interest in a library.
Experience working within the 'care' sector.
IOSH & First Aider qualified.
Mindsets, behaviours, and values
Enthusiasm for the Trust's purpose - Revealing wholeness through helping people to awaken to who they really are.
Relational, with a natural ability to connect with and understand other people.
Accuracy, efficiency, and high attention to detail.
Ability to work within, and maintain, well-defined professional boundaries.
Ability to work with confidential information and personal data.
Highly organised, able to prioritise and multitask.
Ability to present written information clearly and logically.
Resourceful, with good problem-solving skills and a proactive approach to finding solutions.
Curiosity and willingness to learn and expand knowledge, with an interest in personal growth.
Willing to adapt to, and work with, change and new processes.
Able to see the big picture and the 'whole' and can balance the strategic alongside the pragmatic.
Overview
This role may be seen as different from the traditional perception of a receptionist in that it also helps to enable the resources and facilities that the Trust provides to its communities in-person and virtually.
As a member of the Operations team, you play a crucial role in supporting the infrastructure for the Trust's community. It is part of a front-facing team who are a first response for the building and all facilities, and in providing a welcoming, efficient, and safe centre for all who visit the Trust. You will work closely with the Facilities manager to maintain the space, welcome people to the building and be the main point of contact for any queries relating to the use of the space. You will also be the first point of call for newcomers and general enquiries.
The Programmes Team needs the support of this role to set up rooms for training and coordinate the use of the buildings for student learning, as well as booking Zoom schedules for any training delivered virtually. Your role plays a part in pulling together all the different activities that happen in the space, often troubleshooting live issues and thinking resourcefully about ways to respond to unusual and in-the-moment situations.
A key focus for the Trust and for the Facilities and Operations team in the coming years will be on embedding integrated processes for the running of the building and developing excellent customer service standards. We want the Trust to support the whole community in their different activities; be it delivering training, therapy, running events, or being a student.
The right candidate will be a brilliant multitasker, able to juggle routine tasks with the day-to-day enquiries and operational matters that arise in the moment and have excellent people skills.
At the Trust we value an approach that considers the whole, both in terms of individuals and society, and our organisation. We orientate to working with the qualities of love and will and bring the principles of curiosity, inquiry, and responsibility to our work with each other and our communities.
We value diversity and the intersectionality of people and their backgrounds. This is important to us as we seek to integrate ourselves, our communities and society.
We are a small team so there is a great opportunity for personal and professional development and to feel like you are making a difference!
Job Types: Part-time, Permanent
Pay: 13.50 per hour
Expected hours: 17 per week
Benefits:
Bereavement leave
Company pension
Schedule:
Every weekend
Overtime
Application question(s):
Have you worked within a library service before?
Have you used Meeting Owls for Zoom before?
Work Location: In person