Reception Administrator

River Studios
Southampton, Hampshire
Competitive salary dependant on experience
14 Sep 2018
14 Oct 2018
Contract Type
Part Time

River Studios is a premier recording studio in Southampton offering singers, musicians and bands professional recording, rehearsal spaces, singing and music lessons in guitar, bass, drum and piano along with song writing development courses.

Purpose of Job:

  • To support the General Manager in all aspects of the business, staff and accounts
  • Manage all admin tasks including invoicing, payments in, stock control
  • Manage and monitor diary bookings
  • Manage and monitor cleanliness of the building and café
  • Assist the General Manager in ad-hoc day-to-day tasks and activities

Key Capabilities:

  • Strong communication skills
  • Organised and enthusiastic
  • Strong administrative skills

Responsibilities and Duties

Principle Responsibilities/Duties:

  • Take telephone bookings, booking rooms, staff in a busy studio environment
  • Manage correspondence – emails, organising and filing mail
  • Assist GM in arranging events, organising, double checking arrangements
  • Assist GM in all Admin tasks such as invoicing, payment chasing, setting up Standing Orders
  • Be responsible for sing/song writing agreements – producing, chasing and filing agreements
  • Checking diary system – appointments correct and booking in
  • Payment control – creating and sending out invoices, chasing for payments, recording payments in
  • Checking invoices in for sub-contractors
  • Managing the Reception
  • Draft and produce relevant documents – promotional materials, handover reports, emails etc
  • Manage stock control for office supplies and Café provisions as required
  • Maintain accurate records – pertaining to staff and sub-contractors

Customer Service & Communication:

  • Setting a high standard for other staff to follow
  • Answering phones, checking answering machine and dealing with all enquiries – ensuring that even when performing other duties the phone is always to hand to answer every call.
  • Responding to all emails in a professional manner, making booking enquiries a priority to respond to every day and chase up all enquiries after a period of 5 days.
  • Making accurate and detailed bookings in the calendar, adding your initials at the end of the booking information so other members of staff can easily identify who to go to should there be a query with that booking.
  • Ensuring all staff are briefed on outstanding matters during a handover.
  • Ensuring staff are well informed, upbeat and enthusiastic.
  • Ensuring standard emails and literature are maintained and communicated.

Diary Management:

  • Taking responsibility for the management of the diary.
  • Manage all important clients, including course clients who require monthly bookings and MAS Records bands.
  • Updating the dairy with new bookings and re-arrangements in the correct format, ensuring clear, detailed and essential information is put in each booking so all staff can understand.
  • Ensuring all payments are taken prior to all lessons and sessions.
  • Ensuring there are rooms to cover all sessions and ensuring there are no clashes.
  • Be proactive in moving sessions to fill the diary to be more complete and bookings are entered to allow for maximum capacity.
  • Communicating with all relevant staff about bookings and changes to bookings, ensuring all parties are copied in and that they reply to confirm receipt.
  • Chasing up all interested enquiries to ensure a booking is made where applicable.
  • Managing all offers; Group On, vocal coupons and discounts on studio time, including noting codes where necessary.
  • Ensuring new members of staff are linked on the calendar and explain the procedure when bookings come in and how to add events for when they are unable to work.
  • Completing monthly reporting as required including the Business Activity log.

Qualifications and Skills

Essential Requirements:

  • Savvy, passionate and assertive; you must be a persuasive with a passion for music and the company
  • Strong verbal and written skills
  • Confident and influential; you must be confident at speaking to a range of people, whether the general public, promoters, artists, press or high level executives
  • Efficient and organised, with the ability to prioritise and multi task
  • Calm under pressure; a willingness to take direction, learn new skills and confidently deal with a range of given tasks

Desired Skills:

  • Experience in music marketing/promotions/admin/management
  • Good level of ITC including experience with Word, Excel, MS Office, databases and PowerPoint
  • Administrative experience


Please note, if you are a holder of a Tier 4 visa you will have certain conditions and working


restrictions attached to your visa. Generally, students studying towards a degree level qualification (NQF6) or above are restricted to a maximum of 20 hours work per week during term time, which is reduced to 10 hours per week for students studying below degree level. Please check your visa for more details. It is a criminal offence to breach the conditions of your visa, and anyone found doing so by UK Visas and Immigration is likely to have their permission to stay in the UK cancelled.



Tip: Solent Futures, Solent University’s employability and enterprise service advises that you ensure your CV is the best it can be before you submit it. Look at our online guide or


email for feedback. You might want to visit us in RM 001 11am – 4pm to get your CV checked and, if you are invited for interview, to arrange for a mock interview.


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