Salary: Grade 4.1 (£27,865 per annum FTE, £11,146 pro rated)
Contract type: Part-time, permanent
Location: Holywell Manor, Balliol College, Oxford, OX1 3UH
Department: Lodge
Reports to: Front of House Manager
Hours: 15 hours per week, Saturdays and Sundays
Probation period: 4 months
Notice period: 1 month
Balliol College
Situated in an historic site in central Oxford, Balliol has been a hub of learning and community since its foundation in 1263. As one of the larger colleges within the University of Oxford, it is home to roughly 860 students, with undergraduates making up just under half of the student body. The College also employs over 80 Fellows, 50 lecturers, and about 180 support staff, with Professor Seamus Perry as its current Master. While academic excellence is at the core of Balliol’s mission, visitors are often struck by the College’s informal and welcoming atmosphere. Beyond its walls, Balliol has an active and engaged global community of over 10,000 alumni and donors.
Further information about the College is available at www.balliol.ox.ac.uk.
We are now seeking to recruit a dynamic individual to join our busy Lodge team, looking after the main reception desk.
Principal responsibilities/duties
Duties include, but are not limited to:
- Main desk receptionist
- Issuing room keys and Salto key fobs (for both bedrooms and meeting rooms)
- Checking guests in and out
- Answering and directing telephone enquiries and announcing callers
- Sorting post
- Receiving deliveries and ensuring they are then collected
- Selling entrance tickets to tourists
- Assisting with enquiries from Students
- Directing both College and Conference guests to dining rooms and meeting rooms
- Putting out signage where necessary
- Acting as the College information point
- Booking taxis
Overseeing College security
- Regular patrols around College grounds during closed hours
- Monitoring CCTV
- Switching on and off quad lightings in the evenings and mornings, and collecting temporary lights after an event
- Ensuring the removal of unauthorised individuals from the premises, in conjunction with University Security Services or the Police
- Ensuring that all contractors report upon arrival and are issued with a badge
- Ensuring all vehicles entering the college are recorded
- Ensuring that the Lodge remains compliant with GDPR
- Ensuring that the College’s Health and Safety code is adhered to
- Running fire alarm tests, fire drills and responding to real alarms
- Training and then acting as a First Aider
- Recording and reporting accidents and incidents
- Contacting emergency services when required
- To be fully conversant with the College’s Emergency and Safety Procedures
Assisting the Development Office and other departments
- Helping with Degree Day ceremonies and gowning
- Assisting with VIP guests during alumni events
- Assisting with elderly or disabled guests during alumni events
- Assisting the Accommodation/Housekeeping Department
- Liaising with the Housekeeping team
- Helping to ensure students vacate their rooms on time
- Ensuring that student keys are accurately logged in and out
- Assisting the Conference and Events Manager
- Organising and preparing room keys/fobs and internet access for
- Conference guests
- Ensuring that rooms are set up with the correct AV equipment as detailed on the booking system
The above is not an exhaustive list of duties. You will be expected to perform different tasks as necessitated by your changing role within the College's organisation and the overall objectives of Balliol College.
Person specification/skills and experience required:
- Excellent customer service skills
- Must be proficient using IT
- Strong time management
- Good communication skills
- Well-presented and polite
- Team player
- Calm under pressure
Employee Benefits
- Uniform provided
- Meals when on duty and the kitchens are open
- Pension
Oxford University Staff Pension Scheme (OSPS). This is a contributory pension scheme, with contributions from both the employee and the College.
- Travel
Interest-free ticket loans enabling the purchase of bus passes and annual rail season tickets to Oxford. Discounted travel is available on some services. Cycle to work scheme offering discounted rates on bicycles and accessories. Electric vehicle leasing scheme (salary sacrifice - eligibility criteria apply).
- Healthcare
Free flu jabs and eye tests for computer/VDU users.
Free use of the College’s onsite gym and the University swimming pool.
Preferential rates for other University sports facilities and the Nuffield Health gym on Woodstock Road.
- University Club
Free membership of the University Club, which offers food, drink and accommodation in an exclusive space for staff, postgraduates and alumni.
- Learning and personal development
In addition to training organised by the College, resources are available from the University.
- Visitor access
Free visitor access to the 45 colleges and halls of the University, the University’s Libraries, Botanic Garden, Arboretum and Museums.
- Employee discounts
Available at local and national retailers and online services using exclusive discount codes for University staff and with a TOTUM (formerly NUS) card.
- Balliol nursery
A day-time nursery on Rawlinson Road, subject to availability. Subsidised rates are available for Balliol staff.
Application procedure
Informal enquiries
Candidates wishing to have an initial conversation about the role should in the first instance contact Greg Butler, Front of House Manager ([email protected]).
Written applications
Applications should be made by noon on Friday 18 September at https://www.balliol.ox.ac.uk/careers - by clicking 'apply now'
Right to Work
Shortlisted candidates will be expected to supply original documentation proving that they have the right to work in the United Kingdom (UK).
Equal Opportunities
Balliol College is an equal opportunities employer. All applicants are asked to complete a separate confidential Equal Opportunities Monitoring Form to help us fulfil our duties in this regard. Applicants should let us know if they require reasonable adjustments for any part of the recruitment process.
Data Protection
Personal data is processed in accordance with Balliol College’s Privacy Policy which is available at https://www.balliol.ox.ac.uk/privacy-policy
