Receptionist (University Accommodation)

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Receptionist (University Accommodation)

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

Interviews scheduled to take place Tuesday, 9 April 2024.

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

This a part, fixed term contract initially to 31 January 2025
21 hours per week, Monday - 8.00am - 5.00pm, Tuesday 9.00am - 6.00pm , Wednesday 1.00pm - 6.00pm

Salary: £21,828 - £22,214 per annum, pro-rata for hours worked (£12.16 per hour) - Grade 2

This is a campus based role

We offer a leading and rewarding staff benefits package:

• 32 days holiday per year plus 8 bank holidays, including Christmas and New Year Off, pro rate for part time staff
• Uniform and Training
• We offer two contributory pension schemes, and you will be automatically opted into the relevant scheme for your job type
• Our Cycle 2 Work scheme  enables employees to lease bicycles and associated safety equipment up to a value of £1,000 through a Salary Sacrifice scheme
• The Annual Season Ticket Travel Loans scheme allows you to apply for an interest free loan from the university, who will then purchase a yearly travel ticket on your behalf. This amount will be repayable over 10 months
• Reduced rates on sports memberships
• Access to 90 plus staff discounts and deals
• Discounted childcare

For more information go to:

What we can offer - Jobs - Cardiff University

The role will require, a flexible approach to working hours 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. 

Date advert posted: 13 March 2024

Closing date: 25 March 2024

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.

Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

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 act as an initial point of contact for both routine and more complex enquiries from internal and external customers and deal with these in a professional manner, following established procedures, referring more complex enquiries to the relevant staff members, ensuring all relevant facts and information needed is recorded and passed on.

To establish positive working relationships with key contacts to help improve service levels.

To undertake a variety of routine administrative duties to support the team and department.

To refer customers and visitors to other members of staff or departments as applicable.

To issue master keys to Contractors / Estates personnel ensuring they are made aware with all relevant policies and procedures.

To process and distribute mail and deliveries in a timely manner.

To ensure that the reception / public areas are kept well presented at all times.

To assist in preparing and clearing rooms for meetings/events.

To liaise closely with the Residences Management Team on a daily basis to support and assist with the following:

• Act as a first point of contact for receiving and providing accurate to customers, contractors, and members of the public.
• Signpost student customers to other sources of assistance on welfare matters including ResLife and Student Support .
• Providing a meet/greet and welcome service during major seasonal activities, in particular student arrivals/key issue, end of year departures, conference reception and open days.
• 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 and update maintenance related faults on the Maintenance database and inform management 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 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.  

To abide by university policies on Health and Safety.

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.

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 work in a busy customer focussed environment and communicate information effectively, 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).

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.

Ability to carry out manual handling activities.

DESIRABLE CRITERIA

Experience of reception work.

NVQ 2 or GCSE’s at A – C, or equivalent.

Experience of working in an administrative or office environment.

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 work in a busy customer focussed environment and communicate information effectively, both orally and in writing, to a wide range of people.

Provide evidence
 
And continue by listing remaining essential and desirable criteria providing evidence against each one.

Additional Information

CAMPUS SERVICES INFORMATION

Campus Services provides a range of professional support services to students, staff and visitors at Cardiff University.
Residences manages accommodation places for approximately 5,500 students, both catered and self-catered.

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 Nursery offers facilities for children aged between 10 weeks and 5 years and 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