Receptionist

6 months ago

Cardiff, United Kingdom Cardiff University Full time

**Key Duties**
- Provide a highly professional, well presented, friendly reception service and act as an initial point of contact for student customers, external customers and visitors.
- Provide the highest standards of customer care meeting and greeting customers and directing them accordingly.
- Maintain up-to-date knowledge of building facilities, locations, contacts and services to be able to provide the necessary information to customers as required.
- Maintain up-to-date knowledge and promote the services offered by the University to all customers.
- Deal with both simple and more complex enquires from internal and external customers in a professional manner, following established procedures, referring complex enquires to relevant staff members, ensuring all relevant facts and information needed is recorded and passed on.

**Specific Duties**
- Refer customers and visitors to other members of staff as applicable.
- Process and distribute mail.
- Ensure that the reception / public areas are well presented at all times remaining clean, waste free and tidy ensuring furniture is organised appropriately.
- Assist in preparing and clearing rooms for meetings.
- Administer pool room bookings, populating weekly booking information.
- Process deliveries in a timely manner and liaise with multiple departments regarding deliveries, paying particular attention to temperature sensitive deliveries.
- Assist with the administration of conference and events.
- Assist with day-to-day fire, safety and security issues.
- Carry out opening and closing procedures as required, including seminar rooms / meeting spaces.
- Report maintenance faults to Estates Hotline and Building Facilities Manager as required.
- Undertake a variety of routine administrative duties to support the team and department.
- Establish working relationships with key contacts to help improve service levels.
- Gather and analyse data to update administrative systems with accurate information.

**General Duties**
- Take an active role in the team supporting team objectives and other team members, contributing to the training of new team members.
- Attend and actively participate in all basic training requirements identified.
- Identify your personal training needs in conjunction with your manager, ensuring that learning is transferred to the workplace.
- Actively participate in Quality and Customer Care initiatives.
- Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
- Abide by University policies on Health and Safety and Equality and Diversity.
- Perform other duties occasionally which are not included above, but which will be consistent with the role.

**Person Specification**

**Essential Criteria**

1. Proven ability to communicate information, both orally and in writing, to a wide range of people.- 3. Proven high standard of organisational and general administrative skills.
- 4. Ability to identify problems using own initiative, determining which standard process and procedures can be used to solve them.- 6. Basic numeracy and literacy (for example NVQ1/GCSE level D-G or equivalent work related experience).
- 7. Ability to clearly record information to pass on to others with high attention to detail.
- 8. Ability to plan, prioritise and organise own workload within established timescales.
- 9. Experience of providing customer service in a corporate / hospitality environment.
- 10. Ability to communicate in Welsh or have a willingness to learn.
- **Desirable Criteria**

11. Experience in a reception / front of house role.
- 12. Experience of undertaking manual handling activities.

**Additional Information**

**Job Purpose**

To provide a highly professional, efficient and effective reception service to customers in multiple buildings which is representative of a world class University.
- **Additional Information**

Flexibility and additional hours will be required in order to provide cover for annual leave, absence (including shift changes) and event / conference bookings. This will sometimes involve working additional or non-standard hours, including weekends.

**Salary Range Min.**
- 21,828

**Salary Range Max.**
- 22,214

**Job Category**
- Estates

**Grade**
- Grade 2

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