University Receptionist and Administrator (part-time) - 2497-24

at  University of Southampton

July 2024
End Date: 27th September 2024
Interviews will take place on 4th 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.

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.
The ability to work alone as the role will often require lone working.

• 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.