Meeting Room and Administrative Coordinator 52 views

You will work closely within a small, dynamic team acting as initial contact for all internal and external Driver and Vehicle Licensing Agency (DVLA) room bookings enquiries, providing information on the facility and services available.

We will look to you to monitor mailboxes, promptly responding to queries whilst also working collaboratively with team colleagues and stakeholders to ensure quality, timescales and standards are met.

You will also support reception duties in our Swansea Vale contact centre, providing an effective and efficient first point of contact with all visitors, and undertaking administrative duties.

Customer service skills are essential for this role as you will be representing the agency when dealing with internal and external stakeholders. You will be confident in providing excellent customer service and love to go the extra mile to ensure you give a first-class service.

This role will require you to work on-site at our Swansea Vale offices, Richard Ley Development Centre (RLDC) and Contact Centre.

Responsibilities 

Your responsibilities will include but will not be limited to:

• Being responsible for the management of all meeting room and event enquiries from initial contact from customer to the conclusion of the confirmed booking
• Maintaining flexibility with the reception rota to ensure reception areas are covered during operating hours. Organising rotas monthly, taking any staff absences into account
• Contributing to the amendments of booking forms, tariffs and promotional brochure to include the annual overview of all DVLA booking literature
• Acting as Receptionist/ Event Coordinator and /or Equipment Officer to provide support when requested. Being flexible and supportive to colleagues regardless of role boundaries

Excellent organisational skills are required, and you will be able to manage and filter workflow as well as organise and prioritise your work to maximise productivity and achieve all deadlines. You will also have good problem solving skills.

You will have excellent interpersonal and communication skills and can communicate effectively both verbally and in writing. You can deliver information in a clear, confident and professional manner.

You will be a team player and enjoy working with others to achieve a common goal. You will be highly adaptable and flexible, adjusting to the requirements of the role.

You will have excellent IT skills and a demonstrable knowledge in the use of Microsoft packages, in particular Microsoft Excel.

Due to the evolving nature of the business, vacancies can become available at any time. Therefore, this campaign may create a reserve list to fulfil demand if it arises which will be held for a period of 12 months.