Administration Assistant/ Receptionist

Cardiff, Cardiff (Caerdydd)
£17,000 per annum
24 Nov 2016
01 Dec 2016
Anthemion Auctions
Contract Type
Full Time

Administrative Officer/ Receptionist

Salary £17,000 per annum

An Administrative Officer/ Receptionist is required to join a small team in a busy Auction House.

The successful candidate will be a personable and presentable individual with excellent verbal and written communication skills and proficient in all aspects of office administration.

Please apply for this post only if you can clearly demonstrate how you fulfil all the essential criteria.

Applicants who do not fulfil these criteria will not be considered.


Five G.C.S.E’s (or equivalent ) Grade C or above, to include Maths and English

Strong administrative typing speed of approx 50wpm or more

Proficient in use of Microsoft office, including Word and Excel

Experience of office software/ databases.

Excellent people skills

Articulate and well-spoken

Strong organisational skills


Proven ability to work to deadlines

Previous experience of working in a customer facing environment

Qualifications in use of office systems

Proven skills in time management

The Role

As the front of house for a prestigious international fine art auctioneers, we expect the individual representing us to be wholly professional in manner and presentation. You will need to be able to handle a wide range of customers and enquiries with confidence and diplomacy.  The ability to communicate in a personable and articulate manner, with a focus on superb customer service, is a cornerstone of the position.

As part of small team in a busy and often very varied working environment, the successful candidate will be flexible and adaptable to the changing demands of the working day. The ability to manage time efficiently, and to effectively organise daily office processes and paperwork is essential. In this position, correct input and application of customer and office data ensures that office processes work effectively, and that potentially costly errors are eliminated: the candidate will therefore be capable of working with precision, with excellent attention to detail.

With monthly general auctions and quarterly fine art sales to administrate, the individual will be required to work to deadlines in a sometimes pressured environment, and to be flexible to the demands of a changing workload and the requirements of other team members. The candidate will be enthusiastic and energetic; capable of both following changing instructions and using initiative within the role.  Due to the nature of the work and environment, the successful applicant will also need to demonstrate that they are both conscientious and trustworthy in character.

Responsibilities include (but are not limited to):

Greeting members of the public in reception, responding to enquiries in person and by telephone

Running and administrating the cash office during auctions, including registering clients, inputting commission bids, updating online buyer registrations, taking payments, producing invoices and updating sale results during the auction

Providing receipts to vendors for goods entered for auction; explaining all terms and conditions, commissions and auction processes to customers

Entry of receipt information onto office database

Typing of auction cataloguing in preparation for production of vendors letters, lot labels and sale catalogues

Production of general sale catalogues

Production and administration of vendors pre and post sale advice letters, cheques and statements

Clerical duties including sending letters and catalogues, franking items for postage

Taking and following up payments post auction, updating office systems

Compiling and producing information and documents for probate and insurance valuations

Processing, organising and filing of office paperwork

Liaising with solicitors, estate agents and haulage companies regarding consignments from estates or individual clients

Liaising with franchised shippers and organising purchased goods for collection following Fine Art Auctions

Responding to all email enquiries and requests for information

Assistance prior to auctions with aspects of preparing the saleroom

Salary £17,000 per annum

Hours 8.30-5.00 Monday to Friday, with additional hours required on viewing days and occasionally where workload/ deadlines require.

Contact: Zoe Grant – Office Manager. Full CV’s and covering letter to