Receptionist (University Accommodation)
6 months ago
**Main Duties**
- To provide a professional, friendly reception service and act as an initial point of contact for student customers, external customers, and visitors.
- To act as an initial point of contact for both routine and more complex enquiries from internal and external customers and deal with these in a professional manner, following established procedures, referring more complex enquiries to the relevant staff members, ensuring all relevant facts and information needed is recorded and passed on.
- To establish positive working relationships with key contacts to help improve service levels.
- To undertake a variety of routine administrative duties to support the team and department.
- To refer customers and visitors to other members of staff or departments as applicable.
- To issue master keys to Contractors / Estates personnel ensuring they are made aware with all relevant policies and procedures.
- To process and distribute mail and deliveries in a timely manner.
- To ensure that the reception / public areas are kept well presented at all times.
- To assist in preparing and clearing rooms for meetings/events.
- To liaise closely with the Residences Management Team on a daily basis to support and assist with the following:
- Act as a first point of contact for receiving and providing accurate to customers, contractors, and members of the public.
- Signpost student customers to other sources of assistance on welfare matters including ResLife and Student Support.
- Providing a meet/greet and welcome service during major seasonal activities, in particular student arrivals/key issue, end of year departures, conference reception and open days.
- Maintain and update residential and student records both paper and electronic
- Receive, receipt, refund and bank monies, maintaining financial records in accordance with financial regulations
- Record and update maintenance related faults on the Maintenance database and inform management if urgent.
- To gather and analyse data to update administrative systems with accurate information.
- To take an active role in the team supporting team objectives and other team members, contributing to the training of new team members.
- To ensure compliance with legal and regulatory requirements in respect of equality and diversity, data protection, copyright and licensing, security, financial and other University policies, procedures and codes as appropriate.
- To abide by university policies on Health and Safety.
- To provide a service to customers during arrivals / departures, conferences, open days and other busy periods which may be within other residences and may involve working additional hours, outside of regular shift pattern.
- You may be asked to perform other duties occasionally which are not included above but which will be consistent with the role.
**Person Specification**
- The Person Specification is split into 2 sections: essential and desirable. Please demonstrate clearly how you meet all of the essential criteria. Where possible you should give examples of how, when and where you have used your experience, knowledge, specific skills and abilities to match those required for this particular job role.
- **Please ensure that you communicate this fully by creating a new document containing your supporting statement, refer to sample layout below, listing ALL OF THE CRITERIA and commenting against each one as to how you meet them.**
- **ESSENTIAL CRITERIA**
- Proven ability to work in a busy customer focussed environment and communicate information effectively, both orally and in writing, to a wide range of people.
- Basic numeracy and literacy (for example NVQ1/GCSE level D-G or equivalent work-related experience).
- Proven high standard of organisational and general administrative skills.
- Ability to work as an effective team member.
- Ability to plan, prioritise and organise own workload within established time scales.
- Ability to identify problems using own initiative, determining which standard process and procedures can be used to solve them.
- Ability to carry out manual handling activities.
**DESIRABLE CRITERIA**
- Experience of reception work.
- NVQ 2 or GCSE’s at A - C, or equivalent.
- Experience of working in an administrative or office environment.
- **An example of how to set out your document containing Essential and Desirable criteria is detailed below**:
**ESSENTIAL**
**1. Proven ability to work in a busy customer focussed environment and communicate information effectively, both orally and in writing, to a wide range of people.**
Provide evidence
- **And continue by listing remaining essential and desirable criteria providing evidence against each one.**
**Additional Information**
**CAMPUS SERVICES INFORMATION**
Campus Services provides a range of professional support services to students, staff and visitors at Cardiff University.
Residences manages accommodation places for approximately 5,500 students, both catered and self-cater
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