Receptionist

Cardiff University, United Kingdom

Updated: over 2 years ago
Location: Cardiff, WALES
Deadline: The position may have been removed or expired!

Advert

Receptionists - Cardiff University Residences

We are looking for an enthusiastic, well presented and reliable individuals to provide a highly professional, efficient and effective reception service to customers within University accommodation.

This is an open-ended vacancy available immediately, part time 17.5 hours per week, typically Wednesday PM, and all day Thursday and Friday.

However the role will require, a flexible approach to working hours and is based on 5 days out of 7 each week as required, to support the achievement of departmental goals. During arrivals / departures, conferences and other busy periods you may be required to work additional hours. 

There are also opportunities for a further two part time posts, 22.5 and 28 hour positions over 5 days, further information will be provided to candidates invited to interview.

Salary: £17,682 - £19,133 per annum, pro rata for hours worked (£9.68 per hour) - Grade 2.

Interviews will take place Friday, 3 September 2021

Date advert posted: Thursday, 5 August 2021

Closing date: Monday, 23 August 2021

This post has previously been advertised to employees of Cardiff University only.  We now invite external applications.

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds who have the ambition to create a University which seeks to fulfil our social, cultural and economic obligation to Cardiff, Wales, and the world.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

IT IS OF THE UTMOST IMPORTANCE THAT YOU READ THE TEXT RELATING TO THE COMPLETION OF A SUPPORTING STATEMENT DETAILED WITHIN THE PERSON SPECIFICATION SECTION.


Job Description

MAIN DUTIES

  • To provide a professional, friendly reception service and act as an initial point of contact for student customers, external customers and visitors.
  • To deal with routine enquiries, including face to face, telephone and email.
  • To deal with both simple and more complex enquires from internal and external customers in a professional manner, following established procedures, referring complex enquires to relevant staff members, ensuring all relevant facts and information needed is recorded and passed on.
  • To establish working relationships with key contacts to help improve service levels.
  • To undertake a variety of routine administrative duties to support the team and department, including mail processing.
  • To refer customers and visitors to other members of staff as applicable.
  • To issue master keys to Contractors / Estates personnel.
  • To work with the Residences Management Team and consult with them in dealing with the following residences issues:
    • Point of contact for receiving information from student customers or handing out information, as applicable
    • Direct student customers to other sources of assistance on welfare matters
    • Major seasonal activities, in particular key issue / collection, new arrivals, conference reception
    • Maintain and update residential and student records both paper and electronic
    • Receive, receipt, refund and bank monies, maintaining financial records in accordance with financial regulations
    • Record maintenance faults on the Maintenance database and inform the Residences Manager or immediate supervisor if urgent.
  • To gather and analyse data to update administrative systems with accurate information.
  • To take an active role in the team supporting team objectives and other team members, contributing to the training of new team members.
  • To attend and actively participate in all basic training as identified within theTraining Matrix.
  • To identify your personal training needs in conjunction with your manager, ensuring that learning is transferred to the workplace.
  • To actively participate in Quality and Customer Care initiatives.
  • To ensure compliance with legal and regulatory requirements in respect of equality and diversity, data protection, copyright and licensing, security, financial and other University policies, procedures and codes as appropriate.

    • Job description continued in Additional Information


    Person Specification

    The Person Specification is split into 2 sections: essential and desirable.  Please demonstrate clearly how you meet all of the essential criteria.  Where possible you should give examples of how, when and where you have used your experience, knowledge, specific skills and abilities to match those required for this particular job role.

    Please ensure that you communicate this fully by creating a new document containing your supporting statement, refer to sample layout below, listing ALL OF THE CRITERIA and commenting against each one as to how you meet them.

    This will need to be completed before you begin making your application on line as you will be required to upload it.  When uploading the supporting statement the document title needs to read “supporting statement and should also detail the post reference number ending in BR” (relevant to the job you are applying for).

    ESSENTIAL CRITERIA

  • Proven ability to communicate information, both orally and in writing, to a wide range of people.
  • Ability to deal with all customers in a prompt, professional and effective manner, including face to face, over the telephone or via email.
  • Basic numeracy and literacy (for example NVQ1/GCSE level D-G or equivalent work-related experience).
  • Experience of working in an administrative or office environment.
  • Evidence of IT skills, including knowledge of MS applications, internet and email.
  • Proven high standard of organisational and general administrative skills.
  • Ability to work as an effective team member.
  • Ability to plan, prioritise and organise own workload within established time scales.
  • Ability to identify problems using own initiative, determining which standard process and procedures can be used to solve them.
    • DESIRABLE CRITERIA
  • Experience of reception work.
  • NVQ 2 or GCSE’s at A – C, or equivalent.
  • Ideally the successful candidate should be able to communicate in Welsh or have a willingness to learn.

    • The desirable section contains a list of skills, qualifications and experience that it would be beneficial for the jobholder to have.

    All shortlisting decisions will be based initially on essential criteria, with desirable being used to further select or deselect candidates as appropriate.  We interview those candidates who are the closest match to the identified criteria.

    An example of how to set out your document containing Essential and Desirable criteria is detailed below:

    ESSENTIAL

    1. Proven ability to communicate information, both orally and in writing, to a wide range of people.

    Provide evidence

    2. Ability to deal with all customers in a prompt, professional and effective manner, including face to face, over the telephone or via email.

    Provide evidence

    3. Basic numeracy and literacy (for example NVQ1/GCSE level D-G or equivalent work-related experience).

    Provide evidence

    And continue this by listing all Essential and Desirable criteria and providing evidence under each heading.


    Additional Information

    Continuation of Job Description

  • To take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work in accordance with the Health and Safety at Work Act 1974, EC directives and the University’s Safety, Health and Environment Policies and procedures and to cooperate with the University on any legal duties placed on it as the employer.
  • The role will require a flexible approach to working hours and is 5 days out of 7 each week, which will include evenings and weekends to support the achievement of the department’s goals.
  • To provide a service to customers during arrivals / departures, conferences, open days and other busy periods which may be within other residences and may involve working additional hours, outside of regular shift pattern.
  • You may be asked to perform other duties occasionally which are not included above but which will be consistent with the role.
    • CAMPUS SERVICES INFORMATION

    Campus Services operates in two parts, Campus Services – Residences and Campus Services – Commercial Development.
    Campus Services – Residences manages accommodation places for approximately 5,500 students, both catered and self-catered.

    The Campus Services - Commercial Development provides the key services of Catering & Foodservice, Sport, Day Care and Conferences to students, staff and visitors at Cardiff University.

    In terms of catering, there are cafés and restaurants conveniently located across University campuses, in addition to a delivered hospitality service.
    Cardiff University Sport exists to provide students and staff with a balanced, high quality and integrated sport service which meets the needs of a broad range of users.

    The Day Care Centre offers facilities for children aged between 10 weeks and 5 years and the Centre is divided into sections appropriate to the ages and development of the children.
    Both residential and catering facilities are utilised for conferences and functions during the University’s vacation periods.  A purpose built and designed conference centre and conference facility is also available throughout the year.
    The Campus Services operation is supported by its own central administration functions covering the allocation of residences, human resource and quality, purchasing, facilities, finance, and general administration.


    Job Category

    Admin / Clerical


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