Receptionist

Job title:

Receptionist

Company:

Cardiff University

Job description

School / DirectorateThe Research ServiceAdvertReceptionistCardiff Medicentre is a business incubation and innovation centre at Cardiff University. It opened its doors in 1992.
As receptionist, you will be the first point of contact for Cardiff Medicentre business tenants and visitors. This is a front-of-house role, providing a friendly and efficient customer service. You will be enthusiastic and willing to develop a thorough understanding of university operations to draw-upon when resolving tenant enquiries. You will also complete a range of routine tasks, demonstrating good time management and attention to detail.This role is part of a small, enthusiastic team dedicated to supporting the needs of Cardiff Medicentre tenants. The team has been in operation for some time and is accustomed to working closely together to solve problems, develop new processes, and adapting to changes.The role of this post is to undertake administrative duties to support Cardiff Medicentre in line with strategic aims of Cardiff University and Cardiff and Vale University Health Board. To assist with the Cardiff Medicentre activities, processes and procedures. The post holder will support the Cardiff Medicentre team providing administrative services and a range of activities to ensure the smooth functioning of the incubator. The individual will provide excellent internal and external customer service and undertake a variety of tasks, the role will support the Centre Supervisor in delivering the overall strategic plan for the Cardiff Medicentre.This is a full-time post, fixed term for 18 months from commencement date and is available immediately.Salary: £22,728 – £23,114 per annum (Grade 2)Date Advertised: 03 January 2025Closing date: 19 January 2025This post has previously been advertised to employees of Cardiff University only. We now invite external applications.Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds. We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.Post Reference Number19515BRJob DescriptionKey Duties

• To provide a highly professional, well presented, friendly reception service and act as an initial point of contact for building tenants in Cardiff Medicentre.
• To provide the highest standards of customer care meeting and greeting customers and directing them accordingly.
• To maintain up to date knowledge of building facilities, locations, contacts and services to be able to provide the necessary information to customers as required.
• To maintain up to date knowledge and promote the services offered by Cardiff Medicentre to all customers.
• To 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 DutiesReception and house keepingUndertake a range of reception and housekeeping duties, including:

• To deal with tenant enquiries face to face, via telephone and email.
• To refer customers and visitors to other members of staff as applicable.
• To process and distribute mail when needed.
• To assist with room bookings and parking requests.
• To assist in preparing and clearing rooms for meetings. (teas coffees)
• To process deliveries in a timely manner and liaise with multiple tenants regarding deliveries, paying particular attention to temperature sensitive deliveries.
• To assist with the administration of conference and events.
• To assist with day-to-day fire, safety and security issues.
• To comply with all operational procedures.
• To carry out opening and closing procedures as required, including seminar rooms / meeting spaces.
• To report maintenance faults to Estates Hotline.
• To undertake a variety of routine administrative duties to support the team and department
• To establish working relationships with key contacts to help improve service levels.
• To take an active role in the team supporting team objectives and other team members.
• The ability to work flexibly, including occasional evenings and weekends if required.
• Responsible for checking supplies and consumables

Training and development

• To attend and actively participate in all basic training as identified in the Division’s Training Matrix.
• To identify your personal training needs in conjunction with your manager, ensuring that learning is transferred to the workplace.
• To actively participate in the Quality and Customer Care initiatives.

General Duties

• 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

Salary Range Max.23,114GradeGrade 2Salary Range Min.22,728Job CategoryAdmin / ClericalAdditional InformationThe Research ServiceCardiff is an ambitious and innovative university located in a beautiful and thriving capital city. Our world-leading research was ranked 5th for quality amongst UK universities in the 2014 Research Excellence Framework and we provide an educationally outstanding experience for our 30,000 students. With an annual budget in excess of £500 million and around 6,000 staff, Cardiff is a member of the Russell Group of the 24 leading UK research-intensive universities. The University has 24 academic schools grouped into three colleges: Biomedical & Life Sciences, Physical Sciences & Engineering and Arts, Humanities & Social Sciences.The University’s ambition is to rank consistently among the top 100 universities in the world. Cardiff is also developing its Innovation System through a focused programme of investment in people and infrastructure. Research funding secured from competitive, external sources exceeds £100 million annually and the University aims to grow this further through winning grants from a wide range of national and global sources.The Research Service supports the University’s research community in initiating and delivering research and innovation activities. Led by the Director, Vanessa Cuthill, we provides services via over 100 expert staff organised in five specialist teams: Research Grants Office; Research Integrity, Governance and Ethics; Research Development; Research Commercialisation and Impact; Research Strategy and Operations and Business Engagement and Partnerships. The Department works closely with academic and professional services staff from all areas of the institution.Career PathwayAdministrative SupportPerson SpecificationImportant note: It is the University’s policy to use the person specification as a key tool for short-listing. Candidates should evidence that they meet ALL of the essential criteria as well as, where relevant, the desirable. As part of the application process you will be asked to provide this evidence via a supporting statement. Please ensure that the evidence you are providing corresponds with the numbered criteria outlined below. Your application will be considered based on the information you provide under each element.When attaching the supporting statement to your application profile, please ensure that you name it with the vacancy reference number, e.g. Supporting Statement for XXXXBR.Essential Criteria1. Basic Numeracy and Literacy (for example NVQ 1/GCSE level D-G)
2. Experience of working in an administrative or office environment
3. Experience of using common office IT packages (e.g. MS Office)
4. Proven high standard of organisational and general administrative skills
5. Ability to deal with customers and other employees in a professional manner
6. Ability to clearly record information to pass on to others
7. Ability to work as an effective team member
8. Ability to plan, prioritise and organise own workload within established time scales
9. Ability to identify problems using own initiative, determining which standard processes and procedures can be used to solve them
10. A willingness to undertake further training and developmentDesirable Criteria1. NVQ 2 or GCSE’s at A – C, or equivalent
2. Experience of working in a Higher Education environment
3. Fluency in Welsh, written and oral

Expected salary

£22728 – 23114 per year

Location

Cardiff

Job date

Sun, 05 Jan 2025 07:27:55 GMT

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