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Receptionist/clerical Assistant

3 months ago

University of Warwick, United Kingdom University of Warwick Full time

Indefinite Contract. 21 hours per week.

Monday 8.00am - 6.00pm with 1 hour lunch and 2 x 15 minutes breaks

Tuesday 8.00am - 6.00pm with 1 hour lunch and 2 x 15 minutes breaks

Wednesday 2.00pm - 6.00pm

Flexibility may be required to help cover annual leave or sick leave within the team.
You will have previous receptionist or experience within a customer-focussed role together with strong IT skills.

You will be an excellent communicator and have good interpersonal skills with the ability to deal with people at all levels.

You will also have the ability to prioritise tasks and remain calm under pressure.


As the face of IMC and several administrative services for WMG, you will encourage a team ethos of respect across internal, external and student facing activities.

Whilst contributing to the creation of an inclusive working and learning environment.

Interview Date:
TBC.

JOB PURPOSE:

To provide professional day to day receptionist, administrative and clerical support to visitors, students and staff.

DUTIES AND RESPONSIBILITIES:

  • To be the main point of contact for all visitors, students and staff to IMC
  • To manage the bookings of meetings and conferences when necessary, including booking rooms for visitors and generally overseeing the smooth running of events; liaising with WMG teams and external departments.
  • To provide a full range of clerical duties including arranging internal meetings, typing, arranging transport, making enquiries etc.
  • To be responsible for all keys, lost property and the general reception area.
  • To manage the ordering of business cards for WMG staff.
  • To order stationary for staff in the building.
  • To support the WMG Education team with raising of Purchase Orders.
  • To manage and update the building distribution list, with new starters or leavers.
  • To update the reception folder with new processes or information, as required.
  • To show visitors around the facilities and provide signposting to appropriate rooms.
  • To ensure that the reception processes and general area is kept GDPR compliant.
  • To support the WMG Human Resources and Personal Assistant teams with additional clerical work as and when required, including conducting right to work checks, booking accommodation and travel arrangements for staff and visitors.
  • To report any health and safety or building maintenance issues to the WMG Facilities or Warwick Estates teams.