Receptionist

2 weeks ago

Oxford, United Kingdom University of Oxford TSS Full time

Web advert
- Vacancy ID: 13522- Do you have Receptionist experience in a fast-paced working environment? Are you organised, time-efficient and capable of juggling multiple tasks? Would you enjoy providing high quality-customer service to academic staff and students?- We are currently recruiting for a Receptionist position at a University of Oxford department based in the city centre. Further details below:A vital element of the role is controlling access and making sure that the Department is safe and secure, escalating issues where necessary and liaising with University Security Services for additional support. Your role is also key to managing any issues affecting the building, acting as a fire marshal and a trained first aider (training to be provided where necessary).

You will take responsibility for a range of administrative duties, booking meeting rooms and organising catering, managing parking for staff and visitors, maintaining a stock of stationery, cleaning products and PPE and placing orders for new stock as necessary.

In addition, you will assist other members of the team, logging deliveries, receipting goods, scanning paperwork and filing for our Finance Team, and carrying out other administrative tasks in support of our HR Manager.

General duties are as follows:
Reception Duties
- The first point of contact for all visitors to the Department, dealing with face-to-face enquiries and ensuring that visitors are correctly booked in and directed to their destination. This will also involve checking ID for all visitors.
- Responsible for the internal switchboard telephone system: answering all incoming calls and transferring them within the Department, re-directing calls or responding to queries when appropriate.
- Dealing with enquiries about meeting room bookings and assisting with booking catering for meetings and events.
- Handling enquires regarding Departmental swipe card access, including making sure that all people entering the building are correctly registered.
- Liaising with the University security teams on any issues relating to the building security.
- Monitoring the building’s emergency warning alarm systems and taking action as necessary.
- Receiving, sorting and distributing incoming post and courier packages.
- Sorting outgoing post ready for collection and arranging courier pick-ups.
- Assisting the Goods Inwards Person with deliveries, including cover for annual leave, matching incoming goods with orders, making sure that they reach the correct person and are signed for.
- Managing vehicular access to the site, controlled via a barrier system, restricting access to permit holders and pre-booked visitors.
- Maintaining the reception area and all other public areas in the building.

Administrative Duties
- Maintaining and updating staff and contact lists.
- Maintaining a stock of stationery, cleaning products and PPE and placing orders for new stock as necessary.
- Assisting members of the Professional Services Team with general administrative duties such as filing and typing.
- Assisting with large meetings and events taking place in the Department on an ad hoc basis and acting as the first point of contact for external enquiries from Conference Oxford.
- Person specification

Essential:

- Experience of working in a reception/customer service environment
- Experience of using Microsoft Office packages; good typing and general IT skills
- Able to communicate in a clear and concise manner both on the telephone and face to face
- Excellent timekeeping and reliability
- Able to work effectively and flexibly with minimum supervision and organise and prioritise
- workload
- Able to remain calm under pressure
- Accurate, numerate with good attention to detail
- Ability to develop and maintain effective working relationships with a wide range of people
- Professional appearance and manner
- Enthusiastic and self-motivated
- Flexible, co-operative, team player

Desirable:

- Trained First Aider
- Experience of Oracle Financials (R12)
- Experience of working in an academic or research environment
- Experience of databases

**_ _**
- The Temporary Staffing Service supports University of Oxford departments and affiliated colleges with the recruitment of temporary admin and clerical staff. Personal information provided to the University of Oxford is held in accordance with the provisions of the GDPR and related UK data protection legislation._

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