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Receptionist

3 months ago

University of Warwick, United Kingdom University of Warwick Full time

Permanent Part time Position, 30 hours per week (FTE 0.8)

Post hours:
Tuesday - Thursday 8am - 4:30pm & Friday 8am - 3pm


You will join Warwick Medical School, Dean's Office and Professional Support Services as the Receptionist for the University's busy Medical School Building.


You will have previous experience of working in a busy office environment and be able to demonstrate experience of interacting with and providing a high level of service to executive-level customers.


You will possess excellent administrative, organisational and personnel skills to ensure delivery of a first-class professional response to a wide range of needs and challenges.

You will have excellent communication and IT skills, including the use of Microsoft Office packages: Excel, Word and Outlook. You will be able to work effectively on an independent basis and as part of a team.

Due to the nature of this role, all duties will be carried out at Warwick Medical School. On this occasion we are not able to offer hybrid working.

Interview Date:

TBC

JOB PURPOSE


To provide a consistent, professional, responsive and efficient level of service to external enquirers and visitors to the Medical School, and staff and students from across the University.


DUTIES & RESPONSIBILITIES

Reception Duties

  • Provide a professional and welcoming front of house reception service, receiving and advising visitors, students and staff in a professional and courteous manner.
  • Take a proactive approach to problem-solving, working independently and often under pressure to understand and clarify often vague enquiries and direct them appropriately.
  • Maintain records of the numbers and types of enquiries received and use this information to update FAQs on the Medical School website as well as in the Standard Operating Procedures for reception.
  • Maintain the visitor's book, ensuring all visitors sign in and issuing Warwick Medical School (WMS) visitor badges.
  • Deal with requests for local meeting room bookings in WMS, arranging catering and hospitality as required.
  • Organise visitor car parking and emergency parking for staff, advising on alternative car parking options for visitors unable to park on the Gibbet Hill site.
  • Administer the card access system for the Medical School Buildings, granting access to external staff once authorised by a senior member of staff.
  • Take responsibility for the safe issuing and return of keys to staff, receiving and recording lost property, courier collections and deliveries, and booking taxis for staff and visitors.

Clerical Duties

  • Provide assistance to other administrative teams across the School in undertaking clerical tasks as required. This may include photocopying, laminating, data entry, liaising with Warwick Print for the production of module workbooks and other teaching materials; raising purchase requisitions, distribution, collection and logging of attendance registers, assisting with the smooth running of exams.
  • Support the Marketing and Communications team in updating and maintaining information on the WMS website, information screens and relevant noticeboards, as well as the provision of appropriate printed material for the reception areas on WMS and the University as a resource for visitors and staff.
  • Replenish and monitor stationery/printer requests, using OPeRA to place orders and reconcile invoices for stationery, business cards and computer consumers.
  • Organise the repair and maintenance of photocopiers in shared areas.
  • Any other duties required to support the Medical School, appropriate to the grade.
For further information about the University of Warwick, please read our University Further Particulars.

For further information about the department, please visit the departmental website.

Right to work in the UK


The University of Warwick holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students.

Further information about the work of the University in relation to Athena SWAN can be found at the following link:
Athena Swan )


The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance, whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.


Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse and inclusive working and learning environment.

We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued.

Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential.

We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.

Please refer to this link for a full list of the benefits here.