Company Overview
WaterBear is a college of music with campuses in Sheffield and Brighton, and a thriving online provision. The college is an innovator in the sector, with a unique approach to brand, collaborations and a flexible course delivery model.
We are a College of Falmouth University and benefit from a close strategic relationship with our university partner.
Job Overview
We are seeking to appoint a Head of Reception for its Sheffield Campus. The Head of Reception will serve as the first point of contact for students, tutors, staff and visitors, providing a professional, friendly, and welcoming experience at WaterBear HQ.
The Head of Reception is responsible for ensuring the effective day-to-day operation of Reception by delivering professional, efficient, and customer focused front of house service to students, staff and visitors.
Key Tasks and Responsibilities
Customer Service:
- To act as the first point of contact for students, tutors, and visitors, providing a professional, welcoming and responsive front-of-house service.
- To respond to enquiries in person, by telephone and by email, ensuring all communications are handled efficiently, accurately and with a high standard of customer service.
- To maintain a friendly, inclusive and professional reception environment that reflects WaterBear’s values and culture.
- To manage visitor sign-in procedures, maintain accurate visitor records and issue visitor identification where appropriate.
- To provide prospective and current students with accurate and up-to-date information about WaterBear, the Sheffield campus and the wider Sheffield music community.
Estate Support:
- To support the Estate Team with the day-to-day maintenance, presentation and smooth operation -of WaterBear’s buildings, classrooms and communal areas.
- To act as a key holder, carrying out opening and closing procedures for WaterBear premises, ensuring buildings are secure and ready for use.
- To assist in maintaining kitchen, classroom and shared spaces, helping to ensure they remain clean, safe, well-stocked and fit for purpose.
- To identify and report maintenance issues, health and safety concerns, and building-related requirements to the Estate Team in a timely manner.
- To support the management and distribution of WaterBear equipment, including facilitating equipment loans and returns for students in accordance with established procedures.
Student Support:
- To triage student enquiries and direct students to the appropriate academic, wellbeing, student services or support staff.
- To recognise, respond to and appropriately escalate safeguarding and welfare concerns in accordance with college policies and procedures.
- To support the promotion of student wellbeing initiatives and ensure students are aware of the support services available to them.
Administration:
- To support the effective day-to-day operation of the campus through the delivery of administrative services.
- To manage room bookings and maintain accurate scheduling systems, coordinating requests across departments and ensuring the efficient use of campus facilities.
- To monitor and maintain student attendance records, identifying concerns and escalating attendance issues to the Education and Wellbeing teams where appropriate.
- To maintain up-to-date information on student noticeboards and other student-facing communication channels.
- To assist with record keeping, data entry and other office-based administrative processes, ensuring information is accurate and maintained in accordance with organisational procedures.
Community Engagement:
- To support the planning and delivery of college events, including Open Days, applicant events, masterclasses and student showcases.
- To act as a welcoming and knowledgeable representative of WaterBear for prospective students, applicants and visitors.
- To work collaboratively with colleagues across departments to support the successful delivery of campus activities and events.
Person Specification
Essential:
- At least 2 years’ experience in a customer-facing role.
- Friendly and approachable disposition with excellent interpersonal skills.
- Strong organisational skills with excellent attention to detail.
- Willingness to work flexible hours in line with business requirements.
- Ability to manage multiple tasks effectively while maintaining accuracy and high standards of service delivery.
- Working knowledge of Microsoft Office 365.
- Reliable with excellent time keeping and time management skills.
- Proactive, adaptable, and willing to learn and support new systems and processes.
- Professional and discreet when handling confidential information.
Desirable:
- Experience in a reception, administrative or student-facing environment.
- Basic knowledge of content creation software.
- Knowledge of and strong interest in music, with a background in music or the wider music industry.
- Understanding of the Sheffield music scene and local creative community.
How to Apply
- Please submit a CV and covering letter
- Closing date for all applications is 4.30pm on Friday 7th August 2026
- Applications will be reviewed on an ongoing basis, and we may close the vacancy before the closing date if sufficient suitable applications are received.
Pay: £24,500.00 per year
Benefits:
Experience:
- customer facing: 2 years (required)
Work Location: In person
