Reception and Department Administrator

2 days ago

London, United Kingdom Russell Tobin Full time

What are we looking for in our **Reception and Department Administrator?**

**Reception and Department Administrator - £21.01 per hour inside IR35 - 2.5 months - London (Onsite)**

**Key Responsibilities**:
**_Reception:_**
- To act as the first point of contact for students, staff, members of the public, and guests.
- Respond to queries at the reception, answer the reception telephone and direct calls when appropriate.
- Sorting the post, liaising with the post-room when necessary and booking courier.
- Maintain supplies of stationery, water, tea, and coffee.
- Liaise with the finance team on purchasing and managing the departmental stationery and catering budgets.
- Ensure the reception, kitchens, meeting rooms, all communal spaces and bookable areas are tidy and presentable.
- Develop and maintain the reception manual.
- Support the interview process of interview days.
- Provide Wi-Fi access for visitors.
- Helping external users of the building by orienting them within the building and directing them towards appropriate facilities.
- To provide general administrative support and ad-hoc assistance to the Department.
- Acting as health and safety representative for the Department. This will involve acting as a Senior Fire Marshal, First Aider and DSE Assessor, and also carrying out site safety inductions for new staff, reporting accidents and assisting with risk assessments.

**_Events:_**
- Assisting with the organisation of events, including booking venues, catering, equipment, and speakers for e.g., open days, conferences, and workshops.
- To support the organisation of Departmental student trips.
- To work with the events and communications manager to support with activities relating to Departmental events.
- Arrange hospitality, when required.
- Assist in the setting up of rooms for events and functions.
- Liaise with finance to make necessary payments and raise POs.

**_Estates:_**
- Manage the Departmental room-bookings and act as the first point of contact for all queries regarding room bookings.
- Oversee the use of facilities within the Department building including the student PC room, photocopier room, kitchen, and the SPP common room.
- Liaising with the estates team to report and follow up on any maintenance issues. The postholder would Following up on issues to ensure that they have been resolved.
- Liaise with finance to make necessary payments and raise IDTs.
- Assist in organising office relocations and refurbishment projects.
- To provide administrative support the Departmental Manager and relevant colleagues in Safety and Fire safety management of the building(s.)
- Issuing office keys to staff and visitors and maintaining the key storage box with record keeping and replacements.
- Manage the locker keys and hot desk bookings for PhDs, Researchers and Teaching staff.
- To support in the maintenance and creation of signage, both digital and print.

**_Teaching Administration:_**
- Provide administrative support to the teaching administration team when required.
- Book office hours and other related room bookings for staff.
- Be involved in preparations for induction week including collating induction material, printing, welcoming and directing students.
- Recruiter**Shradha Porwal**
- Contact

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