Reception and Membership Administrator

Equity

Hours
35 hours per week

About the Organisation

Equity is the UK trade union for professional performers and creative practitioners. Equity is respected as one of the most powerful entertainment unions in the world, and at the heart of the UK trade union movement. We are a growing union of around 50,000 members, proud of our strong organising and campaigning record. Our members are mostly freelancers, with many working in greenfield and emerging areas in audio, video games, dance and the light entertainment sectors. By contrast, most British TV, film and theatre are made on union agreements with minimum terms, driving forward industry standards on everything from pay to dignity at work.

The Union has a team of staff in offices across the UK who have a wealth of experience and expertise when it comes to advice and representation. They are able to deal with the issues raised by members working in all areas of the industry, whether it be a major feature film, a theatre in education show, radio voice-overs, a circus act or any other live or recorded work.

About the role

We’re looking for a friendly, organised Reception & Membership Administrator to be the welcoming face and voice of our head office, Guild House. In this busy, people‑focused role, you’ll provide a professional reception service, respond to phone and email enquiries, support visitors, manage meeting room bookings and help keep daily building operations running smoothly. 

The post holder is responsible for the provision of an effective, efficient and responsive service both in person and by telephone to all staff, clients and visitors to Guild House. The post holder will assist the Buildings Officer in general maintenance and administration tasks. The post holder will provide general administrative services as part of the Membership Team, including responding to phone and email queries, approving applications, resignations, and processing membership changes. 

Responsibilities

Reception Duties:

• Providing a professional telephone answering and message-taking service, answering calls quickly and sensitively. The post holder will give out information where appropriate, evaluating and transferring calls to the relevant member of staff, signposting callers to both internal and external resources of support. Equity website, external service providers, third-party charitable organisations.
• Providing a responsive reception and information service, dealing with personal callers; giving out general information on a variety of subjects, including how to join Equity; referring visitors to the appropriate member of staff.
• Providing an efficient answering service to all queries received by email to the central email address.
• Maintaining all meeting room diaries and accurate records of staff and visitors in Guild House.
• Supporting the Buildings Officer with general administration and maintenance tasks, which can include liaising with contractors and providing holiday cover for day-to-day tasks.
• Maintaining stationery and other building supplies as directed by the Buildings Officer.
• Assisting with managing incoming and outgoing post and deliveries, including circulations, ordering couriers and accepting deliveries.

Membership Administration Duties:

• Respond to members' enquiries via letter, email or phone efficiently and accurately and be accountable for resolving queries by responding, and where appropriate, escalating to colleagues.
• Process online and paper new members and rejoin applications.
• To process updates and changes to members' records, for example, contact details, membership type, Equity Names, and resignations.
• Process members’ subscription payments by cheque, including batching and banking accurately and efficiently.
• Process and follow up on returned communications, including email.
• Ensure the accurate record keeping of members' details, data and communications

General Duties:

• Fully conversant with the union’s IT system relevant to the post. To create own correspondence and use the Union’s e-mail. To be responsible for creating and maintaining an effective filing system. To be able to track all written correspondence and respond to all complaints/enquiries.
• Undertake any other duties commensurate with the grade.
• To maintain the confidentiality of information and abide by the provisions of the Data Protection Act and the EU General Data Protection Regulation (GDPR).
• To undertake all duties within Health & Safety regulations/policy. To assist the IT and Guild House Manager with Health & Safety procedures, including fire drills, fire alarms, etc.
• To undertake all duties with due regard to the Equal Opportunities policies of the union.
• May be occasional evening and weekend work.
• To keep up to date with and support the key industrial and campaigning priorities of the union.

Skills, Competencies, Experience & Attributes

Skills & Approach:

• Demonstrate excellent customer service skills, including answering in-person queries, telephone calls, and email enquiries in a polite, supportive and efficient manner.
• Show good communication skills and the ability to provide clear verbal and written advice in response to queries.
• Computer literate, including Microsoft Office applications, including Word, Excel, PowerPoint and Outlook.
• Able to recognise and propose improvements in processes.
• Able to draw up own correspondence, build and maintain filing systems and undertake all routine office administration duties.
• Team worker able to develop and maintain cooperative working relationships
• Self-motivated and energetic, with an ability to manage multiple tasks at any one time.
• Able to use own initiative and judgement when needed.
• Able to deal discretely with sensitive issues and maintain confidentiality.
• Strong commitment to the labour movement and an understanding of the overall aims of the Union, including our industrial, policy and equalities aims and objectives.

Compensation & Benefits

• 30 days’ annual leave plus bank holidays and Christmas office closure
• Defined Benefit Pension Scheme
• Equity recognises Unite as the staff group union

Working locations

• London, United Kingdom

How to apply

• Please send your completed application form and equality monitoring form to [email protected]. Each document should be titled "[Your Name] – Reception & Membership Administrator-[Application/EMF]". 
• Please do not submit a CV or a cover letter separately to the application form, as they will not be read. Only Word-compatible files or PDFs will be accepted.
• For further information about the role, please contact Sam Fletcher (Head of Membership) at [email protected].
• Unfortunately, we are unable to provide feedback to all applicants. Therefore, if you haven’t heard back from us by the advertised interview date, your application has been unsuccessful.

Interviews

• Interviews are scheduled to be held on 16th April 2026. 

Policies

Equity is committed to equal opportunities and welcomes applications from all who believe they fit the essential requirements for the job.

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