Receptionist (Term-Time)

Purpose of the Post

• To act as the first point of contact at The Students’ Union.
• To assist and support, operationally and administratively The Students’ Union’s operations.
• Buildings department administration and assistance.
• Reception sales & service.

The position shares with all other staff positions a general purpose which is: To work collectively for the attainment of the goals of the Union as expressed in the Constitution, Policy Book, and Strategic Plan and through the decisions of its committees.

Principal Duties and Responsibilities

To Act As The First Point Of Contact At The Students’ Union

• Meeting & greeting customers. Signposting and informing about SU services
• First point of contact for contractors onsite and to report, log and follow up maintenance issues
• Answering and forwarding phone calls
• Filtering face-to face queries, phone calls and emails
• Responding to emails sent to the main generic account, and calls to main SU phone number. Diverting to UWE or SU as required.
• Assisting and booking SU space, university space and car parking
• Keeping the reception and entrance area tidy
• Sorting and distributing post
• Selling memberships and items using MSL Software

To Assist and Support, Operationally and Administratively The Students’ Union’s Operations

• To provide administrative support to all Students’ Union departments as authorised by the Buildings Manager
• Coordinate transport bookings liaising with SU Staff
• Required to collate information such as trip forms and driver registration. Check, chase up further & missing information. Then to record accurately on calendars, car-booking system and excel spreadsheets.
• To communicate general Union information to the staff when required.
• To input data, keeping confidential records and databases up to date in line with date protection regulations

Buildings Department Administration and Assistance

• Daily checks of U Block areas, Returning furniture to a standard layout, removing rubbish etc.
• Set up and take down meeting rooms/SU spaces for events & meetings. Regular moving & storing of equipment
• Organise driver training, scheduling & book resources. Set up and oversee online bookings & put on sale on MSL. Liaise with the MiDAS trainers.
• Regular stationary, toner and general supplies stock check for all campuses and report to the Buildings Manager

Reception Sales & Service

• Complete opening and closing reception procedure
• Use MSL to process sale, look up personal information, verify sales, end of day cash up, refunds and collections
• Use SAGE pay to process refunds and report accordingly
• Bus ticket sales, log & report sales. Order stock and liaise with finance & First Bus Group to reconcile money.
• Provide printing & stationary services including large format printing, laminating & binding.  

Resources

• To ensure the proper use of student personal information and that it is kept with due regard to data protection legislation.
• Responsible for the proper use and security of equipment

Supervision and Work Planning: The post holder will be working to procedures and guidelines but may exercise discretion in the day-to-day application of those.

Special Notes and Conditions

• The post holder will be required to undergo relevant training and mandatory HR training.
• Must hold or be willing to undergo first aid training.
• Some aspects of manual handling and lone working will be required.
• Occasional evening meetings will be required.

Experience/Skills

Essential

• Qualified to A level standard or equivalent level
• At least one years’ experience of customer facing role
• Experience of managing own workload and multi-tasking
• Liaising/networking with a wide range of people
• IT skills & good understanding of Microsoft Office, Excel & Outlook
• Confident telephone manner
• Database and data protection knowledge
• Good communicator to a wide range of persons

The receptionist role is the first point of contact it is essential you are:

• Trustworthy/honest
• Friendly/helpful manner
• Reliable
• Excellent time keeper
• Flexible
• Good organisational ability
• Ability to work as part of a team and on own initiative
• Ability to work with a wide range of people
• Ability to complete manual handling tasks

Desirable

• NVQ Business Administration  qualification or similar sector
• First Aid at Work
• Working in an education setting  and/or working with students
• Working in a fast paced environment
• Knowledge of the university environment
• Knowledge of how Student Unions operates within the higher education sector
• Ability to stay calm and patient in challenging situations

Additional Information

Rate of Pay: £18,596 (pro rata)

Hours per Week: 8 hours per week

Duration: Fixed term until 1^st of May 2020.

Location: Based at Frenchay Campus. The postholder may be required to work at, or from any of the Union’s establishments.

How to Apply

To apply for this role, please download an application and Equal Opportunities form.

Application Deadline: 12/01/2020

Interview Date: 16/01/2020