Reception Administrator (East Herts & Broxbourne)

Job Title: Reception Administrator (East Herts & Broxbourne)
Starting Salary: £26,016 progressing to £26,427 per annum
Hours: 37.0
Location: East Herts Music Centre
Contract Type: Permanent
Directorate: Children's Services

About the team

Here at East Herts Music Centre, based in Broxbourne we make quality musical tuition accessible primarily to children in Hertfordshire and enhance learning and connectedness and quality of life for all.

Within the team, the Regional Manager (RM) has overarching oversight and responsibility of the two regional music centres as well as delivery of music in schools registered with Hertfordshire Music Service. The Regional Business & Admin Manager (RBAM) along with the Centre Receptionists / Administrators are responsible for the general business as usual running of the music centres. The teachers will be at the music centres to deliver lessons either 1:1 or in groups / ensembles.

The successful candidate will work Monday and Tuesdays 3.30-6.30pm and Wednesdays from 3.30-7.00pm and Fridays 4.30-8.00pm on ending time – total is 13 hours.

There is also one other music centre in the region which is Bishop’s Stortford and often music centre's work together to ensure best provision of music tuition for students registered in our regions as well as other Hertford music centres in other regions.

About the role

The successful candidate will be the initial point of contact for e-mails, in person at music centre and on the phone, acting as an ambassador for the music centre, welcoming, confidential, friendly and family orientated.

Your role and responsibilities will include:

• Being the first point of contact for any queries / issues with lesson timings, student absences and recording and following up of such.
• Any queries or issues that cannot be dealt with on site will be escalated to RBAM where appropriate.
• Ensure registers are taken by Teachers and safeguarding requirements met.
• Ensure Health & Safety Policy is easily available for teachers.
• Be aware of emergency protocols and the part the incumbent will play in these eg fire drills or request for first aid.
• Help set up and take down for lessons / groups / ensembles.
• Ensure music centre is vacant before leaving.
• Answer e-mails and telephone calls.
• Actively work on the waiting list to place students with guidance from RBAM.
• Actively work to encourage and grow the music centre with guidance from RBAM and RM.
• Be first point of contact for any Teachers who need assistance or have queries.
• Check on whereabouts of any students who have not turned up to lesson before the end of the lesson and make a note on the student’s record as well as inform the teacher by e-mail.
• With guidance from RBAM and teachers, prepare and send out communications for concerts eg e-mails and programmes, monitor number of attendees to ensure enough seating is available.
• Liaise with school / concert venue as well as RBAM to manage the concerts / events.
• On site point of contact with the Broxbourne school and then escalate to RBAM.Keep an eye on the website for any updates needed and advise RBAM.
• Update and keep track of music centre dates eg closing for school holidays and half term and communicate this to parents / carers as well as any site issues eg. parking availability, other events
• Customer account queries eg. any adjustments, approvals (training will be provided)

About you

Essential:

• Ability to use Microsoft Office in particular Outlook, Teams, Word, Excel, Powerpoint
• Willingness and ability to learn & use bespoke database programme that holds student’s details and administrate bookings and learn to make billing adjustments.
• Welcoming and approachable manner, good customer skills to actively listen and report issues, preferably via e-mail or Teams chat to RBAM
• Good with children.
• Like music from all genres and levels of sound.
• Happy to take charge of moving equipment / or supervise others moving equipment.
• Safeguarding awareness.

Desirable

• An eye for detail in correspondence
• An eye for keeping the music centre, brand aware and well organised.
• A full UK Driving licence and access to a vehicle as you may be required to visit other sites and attend events.

We welcome applications from candidates who currently reside in the UK with established proof of right to work documentation. We are not able to offer sponsorship at this time for this role.

This job role is Level 4. Please locate the job profile here:

Job profiles: Business support services

To hear more about this opportunity please contact Anita Forrest <Anita.Forrest@hertfordshire.gov.uk>

Interview Date: TBC

Benefits of working for us

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

We are changing
Hertfordshire County Council is undergoing Local Government Reorganisation (LGR). If you are employed by Hertfordshire County on 1 April 2028, it is expected that most roles will transfer to the newly-created unitary councils on existing terms and conditions under TUPE (Transfer of Undertakings – Protection of Employment) principles.

LGR is one of the biggest changes we will face in a generation. It will reshape how we work and how services are organised and gives us a real opportunity to build something better. To find out more, visit https://www.hertfordshire-lgr.co.uk/

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.