UNIVERSITY OF NOTTINGHAM INNOVATION PARKUNIP MANAGEMENT LTD

JOB TITLE: Receptionist

FULL TIME 37.5 hrs per week

CONTRACT STATUS: 1 year fixed term

HOURS OF WORK: 8:30 – 17:00hrs Monday to Friday

SALARY: £15000 – £16500 depending on experience

THE PURPOSE OF THE ROLE:

To provide a high profile, professional and courteous front of house service for visitors and tenant businesses at the Sir Colin Campbell Building.To staff the integrated Reception desk at the Sir Colin Campbell Building providing first point of contact to visitors and callers, answering and progressing their enquiries and providing a localised administration function. Managing visitor access and supporting visitor enquiries resulting from events, meetings and other activities hosted within the Sir Colin Campbell Building. To manage local administration and services as required to tenants, including procedures for collection and despatch of deliveries and post. To manage the local administration of bookings for events and meetings held at the Sir Colin Campbell Building. To answer calls received in a professional and courteous manner, identifying callers’ needs and routing calls accurately to the appropriate person or tenant.

MAIN RESPONSIBILITIES:

Main Responsibilities i.e. What is done.… To what / for whom…. With what outcome, or result.

% time per year

1. To provide a professional and efficient frontline Reception service at the Sir Colin Campbell Building, to be the first and main point of contact to visitors and to deal with visitor enquiries in person, by telephone, e-mail and in writing and to disseminate relevant information accordingly.

35%

2. To provide advice and facilitate tenant access to those services available to tenants as part of their lease agreement; providing a day-to-day contact point and managing the provision of the services (including administration, copying, postal, meeting rooms, access to other UoN services).

25%

3. Administration of locally controlled systems/procedures including keeping a record of visitors to the building, allocation/ collection of visitor badges, room bookings, deliveries and copying/fax facilities. To establish and initiate the development of procedures where non-existent to support the operation and

20%

effective running of the Sir Colin Campbell Building. Liaising with Administrative and Support Units within the University as and when necessary.

4. Assisting tenants, external visitors and University staff with enquiries in person, by telephone, e-mail and in writing.

10%

6. Managing and dealing with non-routine problems and issues. Taking appropriate action to resolve, log and refer to the relevant Line Manager where appropriate.

5%

7. Any other duties appropriate to the role and level. 5%

KNOWLEDGE, SKILLS, QUALIFICATIONS AND EXPERIENCE

Essential DesirableQualifications/ Education

Good standard of education including five GCSEs or equivalent, plus previous work experience or

Significant previous work experience in a similar role

Other relevant administration qualifications

Skills/Training Good oral and written communication skills.

Proven ability to work effectively and efficiently both when alone and in a team.

Previous customer service experience/experience in a reception environment.

Willingness to learn new skills.

Experience Use of Microsoft Office packages including good knowledge of Word and Excel.

Use of email (including for diary management), and ability to access information from the Internet.

Decision Making

i) Taken independently by the role holder;

Dealing with routine enquiries and re-directing enquiries as appropriate. Monitoring and ordering stationery. Organisation of the filling system. Prioritising own workload including unscheduled requests for work, working to tight deadlines,

and to a consistently high standard.

ii) Taken in collaboration with others; Providing cover when needed including assisting with Open Days, School Registration, Field

trips etc. Working as part of an Administrative team.

iii) Referred to the appropriate line manager by the role holder; Any new working practices or procedures Complex enquiries Workload issues Absence reporting