Job Purpose
This is an exciting opportunity to join the School of Health & Wellbeing in the Clarice Pears building at University of Glasgow As the first point of contact for staff, students, visitors and members of the public you will provide high-level professional customer services.. You will be responsible for the smooth operation of reception and administration services on Level 1, carrying out duties efficiently and effectively in support of SHW colleagues and the Byres Community Hub.
Main Duties and Responsibilities
1 Responsible for delivering a friendly, courteous, efficient and welcoming high quality front desk service to everyone who is visiting the Clarice Pears building.
2 Act as first point of contact, responding to a wide range of enquiries concerning all aspects of SHW, face to face, by telephone and email, providing clear and accurate information, whilst filtering complex issues as appropriate to seek resolution.
3 Ensuring that reception is covered at all times during core opening hours, and assisting with training on reception duties
4 Responsible for routine checks on meeting rooms to ensure they are always clean and tidy, and resolve any issues. Ensure reception equipment and consumables are available and in working order, including a secure laptop library.
5 Assisting with l room bookings and approvals, and keeping protocols updated.
6 Provide basic IT/AV support and resolving any problems quickly and efficiently.
7 Responsible for managing Salto access for new staff and visitors passes,
8 Receiving deliveries and managing both uplift and delivery of mail, also organising taxis and booking campus parking for visitors,
9 Work closely with the Operations Administrator and Facilities Team for reporting and resolving maintenance issues.
10 Provide support for a wide variety of events involving both internal and external stakeholders which will be held in SHW, (eg, international meetings, conferences, workshops and speaking engagements).
11 Provide administrative support for management of the dedicated exhibition space on Level 1.
12 Management of advertisement screen content, uploading awareness dates relating to School of Health and Wellbeing
13 Undertake any other duties as required to ensure the smooth running of reception and administrative services provided within the building
Please provide a response to each point below individually, in your application.
Knowledge, Qualifications, Skills and Experience
Knowledge/Qualifications
Essential:
A1 Either: Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role. Or: Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent, and experience of personal development in a similar role.
A2 Excellent IT skills including Microsoft packages (eg Word, PowerPoint, Excel), databases, internet and email.
Desirable:
B1 Knowledge of space management and room bookings processes.
B2 Knowledge of finance systems.
B3 IT qualification
Skills
Essential:
C1 Excellent customer service and interpersonal skills, with the ability to communicate pleasantly and positively with a wide range of clientele by telephone, email and in person.
C2 High standard of accuracy and attention to detail.
C3 Ability to remain calm under pressure to plan, organise and prioritise tasks, and react to changing issues/priorities as required.
C4 Proven initiative and judgement to resolve problems independently, or through a support team where appropriate.
C5 Ability to work under minimal supervision as well as working as part of an extended team.
C6 Deal with confidential and sensitive matters with tact and discretion.
C7 Flexibility and willingness to adapt to change.
Desirable:
D1 Commitment to continuous personal improvement.
D2 Supervisory experience.
D2 Knowledge of and/or basic British Sign Language skills.
Experience
Essential:
E1 Experience of managing a wide and varied workload with the ability to prioritise and complete tasks meeting assigned deadlines.
E2 Experience in an administrative role in a customer-facing environment.
Terms and Conditions
Salary will be Grade 4, £22,681 - £25,138 per annum.
This position is full time (35 hrs per week, Monday to Friday) and fixed term until 2nd June 2027 in first instance.
As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.
As a valued member of our team, you can expect:
1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.
2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https: // www. gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.
3 A flexible approach to working.
4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University https: // www. gla.ac.uk/myglasgow/staff/healthwellbeing/.
We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https: // www. gla.ac.uk/myglasgow/humanresources/equalitydiversity/.
We endorse the principles of Athena Swan https: // www. gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.
We are investing in our organisation, and we will invest in you too. Please visit our website https: // www. gla.ac.uk/explore/jobs/ for more information.
Vacancy Ref : 145029 Close Date : 06-May-2024 23:45