Receptionist - London

Receptionist - Chelsea FC, London

Reporting to: Academy Operations Manager  

Department: Academy

Hours: 29 hours per week, Sun 9am - 2pm, Tues & Thurs 3pm - 8.30pm, Wed & Fri 9am - 5pm

Job Function: To operate the Academy reception including meeting and greeting visitors, answer incoming calls and action accordingly. 

To offer general administration support to the Academy team.

Main Responsibilities:

• To answer incoming calls in a welcoming manner as quickly and efficiently as possible and transferring calls to the appropriate member of staff or department.
• To provide the professional, friendly and approachable ‘face’ of the Company for all visitors.
• To meet and greet all visitors and monitor visitor access.
• To ensure the reception desk is manned at all times.
• To ensure the reception area is kept clear and tidy at all times with regard to health and safety requirements.
• To maintain displays and reading materials.
• To sort and action Academy post on a daily basis as required.
• Order of stationary for the Academy as directed by the Academy Operations Manager.
• General mail-outs, photocopying, filing and keyboard support, including preparing presentations and handouts for staff inset, appraisals and parent meetings.
• To assist the department to keep all working files accurate and up to date, including annual leave, trialist registers and player files
• To assist the department to keep up to date records on registered school boy players, scholarship players, full and part time staff.
• To provide administration support to the department as required and as directed by the Academy Operations Manager.
• To complete any purchase order forms as requested by the Academy Secretary, ensuring that these coded are logged accordingly.
• To carry out audits on administration files as requested by the Academy Operations Manager.
• To ensure part time staff have copies of relevant certificates on file, an ID card, correct Premier League Forms (if applicable) and all necessary Academy documentation.
• Update and maintain information held on scouts, including DBS checks, Premier League registration form, Code of Conduct, Scouting Agreement and ID cards.
• Parent liaison on training nights; distributing expenses, answering queries, providing paperwork as required
• Matchday Co-ordinator; meet and greet opposition teams and match officials.  Ensure staff, parents and players know the pitches they are playing on and answer any queries

Measures of Performance:

• To ensure all assistance is carried out to a high, professional standard and  completed efficiently and effectively. 
• Effective communications with Academy staff and parents. 
• Correspondence to be of a high, professional standard, completed efficiently and effectively.
• To ensure all correspondence is carried out to a high and professional standard and completed efficiently and effectively. 

Person Spec

• Experience of office work.
• Excellent knowledge of MS Office including: -
• MS Word : ability to produce documents, tables, mail merge
• MS Outlook: to send and receive emails and attachments
• MS Excel: to produce bar charts
• MS PowerPoint: to produce PowerPoint presentations
• MS Access:  to maintain and use for mail merge documents
• Good organiser and team player.  Well spoken with good personal presentation. Friendly, bubbly and welcoming in approach with excellent communication and numeric skills.