The Role:
As part of Workplace Services, the role provides reception and information services for the ARB and postal services for the site as well as administrative duties supporting the Facilities team provision of facilities management services.
This is a key role as Reception is often the first point of contact for visitors and staff and maintaining a good first impression is important to the reputation of the University and the building's occupiers. The role holder is required to demonstrate excellent communication skills to a wide ranging and often demanding group of visitors and staff.
The role-holder assists with the seminar room administration. This involves receiving and acting upon all requests for information verbal, written and electronic, booking rooms, entering details on the database and following up with booking forms and letters, arranging customer visits and "show-rounds" and liaising with the catering contractor.
Key Responsibilities:
Provide a reception service for the Department. Welcome visitors to the department, deal with telephone enquiries, take accurate messages and pass them on to appropriate staff, collect incoming post and distribute, arrange courier services as required. Maintaining the front reception area, leaflet stands and notice boards checking they are kept clean, tidy and up to date.
Perform clerical duties such as prepare information packs, template letters, maintain filing systems, book rooms, photocopy, print and scan documents, assist with data input when required, arrange for maintenance repairs.
Provide basic clerical/secretarial support. Diary management, arrange meetings, book rooms, organise refreshments, take minutes, print and collate documents for meetings, type correspondence. Ordering taxis for visitors & senior building occupants, maintaining an accurate record of taxis booked for accounts.
Receive and record deliveries and notify purchasers to collect or have them delivered as required, monitor card access and resolve minor access issues, issue authorised car parking permits for staff and visitors. Keeping track of general security in the building. Responsible for reporting faults, requesting engineers and refunding monies as necessary for the vending machines in the lobby.
Perform other general administrative/clerical duties. Order stationery for use in department, maintain and update staff database as required, ensure reception and other office areas are kept tidy, assist with the organisation of events and activities, update departmental telephone and other contact lists, assist in updating web pages as required. Liaising with Custodian to assist with the smooth running of the building, including delegating of tasks within the team, e.g. requesting cleaning, rooms to be re-arranged etc. Regular analysis of information from the room booking system, producing regular reports on room occupancy.
First point of contact for anyone who is injured; it is the role holder's responsibility to contact a first aider or the emergency services. In the case of a fire alarm, the role holder collects the visitor's book and guides people in the surrounding areas to the fire assembly point. Then carry out any additional tasks requested by the Fire Safety Manager.
About you:
In order to succeed in this role, you will need the following skills:
- Experience in a reception or office role, or a related role customer facing
- Be able to use Microsoft office, teams, Outlook and emails
- Collaborative working approach and team player.
- Good communication and interpersonal skills to interact with staff and visitors at all levels.
- Demonstrate knowledge of facts, principles, processes and general concepts related to reception work.
- Good time management, organisational and co-ordination skills.
- Educated to GCSE level / NVQ level 2 or equivalent level of practical experience.
If you have any questions about this vacancy or the application process, please email Estates Division on [email protected]
Please quote reference BA50575 on your application and in any correspondence about this vacancy.
The University actively supports equality, diversity and inclusion and encourages applications from all sections of society.
The University has a responsibility to ensure that all employees are eligible to live and work in the UK.
