Reception/facilities Assistant

2 weeks ago


Newcastle upon Tyne, United Kingdom Newcastle University Full time

**Salary**: £21,197 with progression to £22,662 per annum

Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

**Closing Date**: 05 March 2023

The Role

Do you enjoy working in a busy environment, providing a professional service to a diverse range of customers?

Newcastle University Business School, based in the prestigious Barrack Road and Frederick Douglass Centres at Newcastle Helix, is looking for someone just like you to join our team of Reception/Facilities Assistants.
You will need to be able to provide a high quality support service (reception and facilities coordination) for a diverse group of occupants, be a proactive individual able to work on your own initiative as well as be part of our broader team to ensure the service meets the dynamic requirements of the building stakeholders.

In return we offer a great working environment and excellent employee benefits.

Newcastle University Business School is located in Newcastle City Centre and at the gateway to the Newcastle Helix, a £350million partnership between Newcastle University, Newcastle City Council and Legal and General, where business meets Science.
Newcastle University is a Russell Group institution and the Newcastle University Business School is home to 4000 students and is one of an elite group of Business Schools worldwide to hold triple accreditation from the three internationally recognised accreditation bodies: AMBA, AACSB, and EQUIS. This places the School in the top business schools worldwide and is testament to our reputation for our world leading Research and Teaching.

Key Accountabilities
Provide a professional reception/enquiry service and to respond appropriately and effectively to the diverse range of enquiries from staff, students and members of the public, always ensuring a high level of customer care. To act as first line of contact for all mail, liaising with staff in the buildings and appropriate vendors to organise delivery and collection of packages and parcels
Arrange the booking of taxis for visiting staff and liaise with the school finance team regarding the payment of invoices
Undertake general office duties including raising web requisitions, project requests and photocopying
Allocate committee/meeting room bookings as and when requested. To manage these rooms via the electronic diary system that can be viewed by staff. To highlight any potential clashes of room provision with the Facilities Manager
Manage room layouts in liaison with University Building Operatives as and when required by room users
Liaise with appropriate individuals regarding events arrangements/bookings. Organise portering requests as and when required
Liaise with the building’s computing technicians to ensure that all AV equipment is in working order and to report any defects/issues to the computing technicians
Work with the Facilities Manager to monitor all problems/defects across the building and liaise with Estates to progress IPR, and repair defects. Liaise with furniture suppliers to obtain quotes for equipment and discuss with Facilities Manager before progressing
Under the direction of the Facilities Manager, update the school estate document and liaise with staff members, IT and telecoms to arrange accommodation moves
Liaise with University Security to report security issues and highlight these to the Facilities Manager when appropriate
To action on behalf of the Facilities Manager the electronic stand-alone smartcard system for staff employed in the building and Business School students. You will be responsible for updating housekeeping on this system on a regular basis and issuing guest cards when appropriate
Act as Fire warden and First Aider for the building, undertaking the appropriate training. Liaise with the School Safety Officer, Facilities Manager and safety staff with regard to health & safety issues
Ensure that notice boards are kept up-to-date and Health & Safety information is circulated as designated by the Facilities Manager
To work closely with colleagues/teams at School, University and faculty level to deliver Business School strategy, ensuring alignment with the University’s strategies, policies, guidelines and approaches; share best practice in a service culture; and undertake joint planning with a commitment to change management in order to maximise impact and effectiveness
To work a reception shift pattern and exercise flexibility to cover for reception annual leave and absence. Occasional out of hours working may be required to support activities within the building
To carry out other duties, as defined by line manager, which support the successful achievement of Business School vision and strategy

The Person (Essential)

Knowledge, Skills and Experience
Experience of working in a busy and varied customer focused environment e



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