Receptionist / Admin Assistant

The Gaiety School of Acting

Hours: Evening 4pm – 10pm

Closing Date: 27th September 2013

Start Date: 7th October 2013

 

Job Description:

  • Switchboard: efficient handling and distribution of all in bound calls in a professional and accurate manner

  • Customer Service: efficient handling of all calls, emails and walk-in customer queries relating to school information, course information, student registration, course booking, room booking, and appointments

  • Administration: administrative support for full time and part time course staff; attendance, photocopying, room bookings, distribution of class material.

  • Administration: administrative support to the business including delegated duties from the director, general Manager, marketing

  • Sales: Outbound calls to past pupils regarding forthcoming courses

  • Accounting/database: fee payment collection and processing and daily cash sheet accounting.

  • Collections: sensitive and accurate processing of invoices and the out-bound fee collections calls

  • Communication/Escalation: hand over of information to the next shift, staff and business issues to the administrator(e.g. stationary orders required, repairs)

  • Attendance: update database on class attendance and update full time attendance daily and inform General Manager of update.

  • Building Management: Office maintenance and upkeep, DIY up keep IT backup

  • Security: Responsible and appropriate response to any emergency that may occur during shift

  • Personal Assistant: Assisting the director with calls, messages, letter writing, travel arrangements

  • Audition preparation: arranging with the director the audition dates and contacting all auditionees re their audition.

  • Assist Marketing: forward all job info, interview request and picture requests to Marketing.

 

Skills/Competencies

  • One year’s experience as a receptionist or in an administrative role

  • Excellent people and communication skills

  • Polite Phone Manner

  • Accounts Collections

  • Proficient computer skills, particularly word and excel

  • Organisational skills

  • Fluent English

  • Good Self-presentation

Apply with cover letter and CV to manager@gaietyschool.com