Receptionist & Administrator

Contractual Hours: 9:00AM- 5:30PM Monday to Friday (37.5 hours per week with some flexibility)

About Brighton Film School

Brighton Film School offers fantastic facilities, dedicated TV and film industry lecturers and a central location in a renowned filmmaker’s city.  We are an industry respected higher education institution providing a range of courses up to degree level.  Courses cover all aspects of film making including working on short films, documentaries and music promo’s, as well as developing lighting, sound and camera techniques, exploring editing and production roles.  

The courses are embedded with a strong conceptual and theoretical background in film production and the British Film and TV Industry.  They are taught across a number of  sites in Brighton by currently  practising film makers,  industry professionals and technicians and are validated by a range of Higher Educations partners. 

Brighton Film School is dedicated to enabling students to progress from education into sustainable careers in the TV and Film Industry. This year we launched our new BA (HONS) in Film Production with delivery commencing in September 2019, and the successful applicant will play a key role in building and growing this course and maintaining our existing strong partnership with University of Brighton

Brighton Film School has enjoyed  rapid growth in the recent  years in terms of both  student numbers and reputation, and with the addition of our  new partnership with BIMM institute, we  will continue to deliver to the highest standard of education whilst bringing new and exciting opportunities for staff and students.

Person Specification

The post holder will be the first point of contact for all visitors to the college and will have an important role in welcoming and responding to students and visitors’ day to day queries and concerns.  You will be required to support administrative teams in carrying out day-to-day tasks as required.  This is a varied and challenging role which will require excellent time management, prioritisation and customer service skills

Essential criteria for applicant 

• Excellent interpersonal skills with the ability to communicate effectively at all levels
• Commitment to delivering a high quality of customer service
• Able to prioritise and self-manage workload
• Able to work appropriately with confidential and sensitive data
• Able to work quickly and accurately under pressure
• Excellent teamwork skills.
• Computer literate with an excellent knowledge of Excel and Word. 
Desirable criteria for applicant
• Experience of working in Education
• High level of accuracy in data inputting
• Excellent personal presentation
• Excellent timekeeping and time management
• Good Interpersonal skills
• Computer literacy
• Ability to remain calm under pressure

Key Accountabilities

Reception Duties:
• Responsible for the smooth running of the reception function within BFS.
• Greet and welcome visitors to the BFS, ensuring they sign the visitors book and informing the relevant member of staff of their arrival.
• Dealing with student queries at the reception desk.
• Responding to tutor and visitor needs as they arise.
• Monitor and ensure the reception area is kept today and projects a business-like image.
• Opening and logging all post received and franking all outgoing mail.
• Manage deliveries by post or courier
• Check and sign for deliveries, before information the relevant member of staff of their arrival.

Telephone and Communications System:
• Answering all in-coming calls and re-directing them as appropriate.
• Ensure all voicemail messages to main office number are taken and directed to relevant staff
• Manage the general ‘info@’ email account and distribute messages to the relevant department; ensuring logging and follow up any actions.
• Maintain and ensure that the answer message is appropriate
• Report telephone equipment and line faults to the Manager.
• Train all new staff in the operation off the telephone system, as part of the New Staff induction process and take pro-active approach to ensuring existing staff are properly trained on making full use of the system.
• Review and update on a regular basis the staff contact, and telephone extension lists. 

• Undertake general clerical duties; photocopying, filing, message taking, incoming and outgoing post, maintain diaries.
• Input, access and maintain records contained in the computer data systems used as necessary and in compliance with GDPR.
• To note take at meetings and produce notes for circulation as required.
• Provide administrative and general support in ensuring compliance with Health and Safety Regulations.
• Manage general filing and archiving.
• Provide general administration and clerical support to members of the management at required.
• Managing the purchasing of items such as stationary. 
• Notice board management.
• Preparation and tracking of correspondence and reports and the necessary follow up action.
• Make arrangements for booking of venues, ordering refreshments and equipment for meetings.
• Administer petty cash.
• Assistant finance team as required.
• Provide cover for administrative colleagues during periods of annual leave/sickness. 

• Assist the Estates team in ensuring the buildings are clean, tidy and safe.
• Ensure that the kitchens are well stocked with milk, sugar, tea and coffer and any other consumables.
• Work with the Contract Cleaners to ensure the rest rooms are fully stocked and there is a suitable level of stock on site for replenishment of the facilities.
• Ensure that there are replacement supplies for the MFDs and liaise with the contractor to ensure appropriate servicing and fault fixing visits take place

Human Resources:
• Issue Self Certification forms and update sick register for all staff.
• Maintain and update staff records including next of kin, addresses, telephone numbers and emergency contact details for staff.

NB:  This is not a complete statement of all duties and responsibilities of this post.  The post holder may be required to carry out other duties in keeping with the nature of the post as directed by and agreed with the College Principal.