Internal Only - Receptionist

☞ Cardiff University

View: 101

Update day: 19-05-2024

Location: Cardiff Wales

Category: Administrative / Clerical / Assistant Consulting / Customer Service PG / PB / Reception Restaurant / Hotel / Tourism Serving / Cleaner / Maids

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Job content

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

  • Deal with and log routine enquiries, including face to face, telephone and email.
  • 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.

2. Ability to deal with customers and other employees in a professional manner, dealing with customer queries face-to-face, over the telephone or via email.

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.

5. Evidence of IT skills including knowledge of MS Office applications, Internet and email.

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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Deadline: 03-07-2024

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