Receptionist / Administration Support

3 weeks ago

Sunderland, United Kingdom University of Sunderland Full time

To provide professional front of house service for the MTC centre. Successfully deliver a
range of customer service and administrative support activities, ensuring all visitors
including delegates, customers, suppliers and staff receive an efficient, high quality and
professional service.

**Key Responsibilities**
**and Accountabilities**:

- Meeting and greeting delegates, customers and external / associate trainers to the

MTC Centre ensuring they sign into the Centre in accordance with local agreement
and signpost to correct areas.
- Provision of a comprehensive reception service, dealing effectively with a wide

range of telephone, personal and other forms of communications regarding
MTC/ESF courses
- Taking phone calls and messages and sign posting them to the appropriate

department / team members.

and support to all delegates / employers passing leads to the appropriate
colleagues within the team.
- To provide Administration support across MTC commercial and ESF programmes
- including:

- Processing commercial & ESF bookings
- Invoicing Employer on receipt of returned booking confirmations.
- Sending joining instructions to participants (commercial & ESF)
- Following up joining confirmations
- The issue of course attendance certificates
- To ensure administration systems (hard and soft copies) are organised and

maintained.
- To ensure that MTC training rooms are equipped with the relevant courseware and

stationery.
- To update and assist with the maintenance of MTC / ESF databases.
- To maintain stocks of office stationery and other office supplies
- To undertake other administrative duties as required by the Administration Manager

MTC Commercial & ESF Programme.

**Special**
**Circumstances**:
From time to time the post holder will be expected to work unsociable hours and must be
flexible, as additional hours will be required at peak times of the year. Annual leave may
be restricted to certain times of the year.

University of Sunderland
**Role Profile**
Part 2

**Part 2A: Essential and Desirable Criteria**

**_Essential_**
**Qualifications and Professional Memberships**:

- Educated to GCSE level or equivalent
- Maths & English at GCSE or equivalent

**Knowledge and Experience**:

- Experience of working on a buys reception desk- Demonstrable IT skills including experience of Microsoft Office (Word, Excel and

Access)

**_Desirable _**
**_Qualifications and Professional Memberships:_**
- Customer Service NVQ or equivalent

**Knowledge and Experience**:_ _**
Experience of administering funded training programmes

**Competencies are**
**assessed at the**
**interview/selection**
**testing stage
**Communication**

**Oral Communication**

The role holder is required to understand and convey straightforward information
in a clear and accurate manner and occasionally is required to understand and convey
information which needs careful explanation or interpretation to help others understand,
taking into account what to communicate and how best to convey the information to others.

**Written Communication**

The role holder is required to understand and convey straightforward information
in a clear and accurate manner and occasionally is required to understand and convey
information which needs careful explanation or interpretation to help
others understand, taking into account what to communicate and how best to
convey the information to others.

**Knowledge and Experience**

sharing this knowledge with others as appropriate; demonstrate continuous
specialist development by acquiring relevant skills and competencies.

**Decision Making Processes and Outcomes**

Taking independent decisions is a requirement and has a minor impact. The role
holder is required to be party to some collaborative decisions; work with others to
reach an optimal conclusion that have a moderate impact. The role holder is

required to provide advice or input to contribute to the decision-making of others
that has a moderate impact.

**Service Delivery**

The role holder is required to deal with internal or external contacts who ask for service or
require information; create a positive image of the organisation by being responsive and
prompt in responding to requests and referring the user to the
right person if necessary; deliver service that is usually initiated by the customer,
and typically involves routine tasks with set standards or procedures and it is an important
requirement to deal with internal or external contacts where the service
is usually initiated by the role holder, working within the organisation's overall procedures or
policies OR proactively seek to explore and understand customers' needs; adapt the service
accordingly to ensure the usefulness or appropriateness
and quality of service (content, time, accuracy, level of information, cost).

**Planning and Organising Resources**

The role holder is required to plan, prioritise and organise their own work or
resources to achieve agreed objectives.

**Analysis an

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