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University Receptionist and Administrator

4 months ago

Southampton, United Kingdom University of Southampton Full time

May 2024

End Date: 26th July 2024

Location: Highfield Campus, University Road, Southampton - Visitors Reception Desk.

Working Hours: 1pm - 5pm - Monday to Friday (20 hours per week)

**Job Purpose**: To provide the University reception service and administrative support to the Communications team, underpinned by excellent customer service behaviours.

Interviews for this role will be held on Tuesday 21st May 2024

**Key accountabilities / Primary Responsibilities**
- To provide a comprehensive reception service to the University, acting as first point of contact for visitors to the University and for staff and others visiting Building 37.
- To provide excellent customer service at all times, assisting customers as appropriate.
- To provide excellent customer service in assisting or directing a range of enquiries as appropriate, taking ownership for queries and resolving or escalating to the appropriate team(s) as appropriate.
- To provide a comprehensive lost and found service for the University, including managing the lost and found property SharePoint site.
- Be responsible for the processing of orders for the University gift range to internal and external customers, including advising customers in-person, on the phone and online as appropriate.
- To manage the storage of the range and stock levels, alerting the Operations Officer where necessary and updating the systems in response.
- To provide administrative support including but not limited to stationery and equipment requests, travel bookings, catering requests and office standards.
- Support the administration of the set-up of new team members including maintaining department mailing lists, Teams sites, equipment records and phone extensions.
- Triage and action queries into the shared inboxes
- Any other duties as allocated by the line manager following consultation with the post holder.

**Essential Skills**:
**Qualifications, knowledge and experience**

Skill level equivalent to achievement of NVQ2, GCSE or City and Guilds, with some relevant work experience.

Able to demonstrate a sufficient knowledge of work systems, equipment processes and standard IT packages including cloud-based systems.

Able to demonstrate a good knowledge of the role and its context.

Ability to produce clear, accurate and concise written documentation and communications.

Experience working in a fast-paced business environment in a customer-facing role.

**Planning and organising**

Able to effectively organise allocated work activities and assist in the effective organisation of non-standard tasks and events.

Ability to identify and maintain standards in area of work, making sure the Visitor Reception is customer ready at all times.

**Problem solving and initiative**

Able to solve a range of problems by responding to varying circumstances, whilst working within standard procedures.

**Management and teamwork**

Able to contribute to team efficiency through sharing information and constructively supporting others.

Knows how to act on customer feedback and who to escalate to.

Ability to adapt well to change and service improvements.

**Communicating and influencing**

Able to seek and clarify detail.

Able to explain procedures and provide timely assistance where necessary.

Ability to demonstrate own duties to other colleagues as required. Understand the part this role plays in delivering great customer service.

Keeps up to date with relevant information about the department and business, sharing knowledge with colleagues and customers.

**Please note that unfortunately we can not accept Certificate of Sponsorship (COS) for Casual Work at the University of Southampton