Workshop Administrator

Haynes Heritage Engineering - Haynes Motor Museum

An exciting opportunity has arisen for the role of Workshop Administrator in the Workshop at Haynes Heritage Engineering at the Haynes Motor Museum in Sparkford, Somerset. The Museum has over 300 vehicles and as a charity it has three core aims: preservation, restoration and education. The Museum also operates several businesses that donate all of their profits to support these charitable aims. Those businesses are:

· Haynes Heritage Engineering Workshop

· Venue Hire

· Café 750

· Museum Shop

Job Summary

The Workshop Administrator is the main first point of contact for customers, both on the telephone and face to face in the office. They support the Assistant Manager and Service Manager to deliver exceptional customer service.

The post holder will be responsible for taking telephone calls and booking in clients as well as directing customer enquiries to the relevant person. They will process purchase orders and documents, liaise with customers for vehicle drop off and collection and prepare job sheets ready for the following day’s work. The key focus of this role is to ensure the smooth running and seamless administration of the Haynes Heritage Engineering Workshop. The successful candidate will be well-presented and will combine consummate customer service skills with a naturally highly organised and efficient way of working.

The Museum has a culture of mentoring, ownership, zero blame and mutual professional respect. This is a truly exciting time to be joining a successful and growing business unit and the role of Workshop Administrator is a challenging and hugely rewarding opportunity for the right candidate.

Duties & Responsibilities

· Answering telephone calls

· Answering customer queries and booking in customer vehicles

· Arranging the drop off and collection of customer vehicles

· Organising job sheets for Technicians

· Inputting all purchase documents into the workshop management system (training on specific software programmes will be provided as part of training and induction)

· Taking payments from customers

· Filing – both electronic and hard copy

· Maintaining all customer accounts to ensure accurate details

· Organising and sending annual reminders to customers for relevant work

· Organising supplier payments

· Cashing up

· Control of ebay sales and the delivery of sold items

· Other administrative tasks and duties to assist in the efficient and smooth running of the office

· Co-ordinate and communicate with other internal departments of the Haynes Motor Museum as required

Key skills and Experience Required

· Experience in a similar job role, preferably in the motor trade
Desirable

· Good IT skills and comfortable with all Microsoft Office software (Outlook, Word, Excel)
Essential

· Experience working with a dedicated motor trade software programme
Desirable

· Able to use own initiative and a good team player
Essential

· Excellent communication skills, including written and spoken English, and the ability to deal with clients in a professional manner
Essential

· Smart turnout at all times
Essential

Hours and Salary

Salary £23k-£25k depending on experience for 40 hours/week. Generous discounts are also available in Café 750, the Museum shop and for MOTs and servicing.

How to Apply

Please submit the following by email to Michelle.Evans@haynesmuseum.org

· A copy of your CV, with your work history in reverse chronological order i.e. your most recent employment first

· A covering letter outlining clearly how you match the key tasks listed above (maximum one page font size 12)

· Please also indicate your current notice period

Recruitment Process

Whilst the role will be advertised until the 30th April 2023 we strongly encourage candidates to not delay their application. We will not be waiting to create a shortlist and we will be considering applications as soon as we receive them. Therefore we may well offer the role before the closing date, hence why we strongly advise applying as soon as possible.

Job Types: Full-time, Permanent

Salary: £23,000.00-£25,000.00 per year

Benefits:

• Canteen
• Company pension
• Discounted or free food
• Employee discount
• Free parking
• On-site parking

Schedule:

• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Yeovil, BA22 7LH: reliably commute or plan to relocate before starting work (required)

Work Location: In person