Some of your main duties as a Receptionist will include:
Act as the first point of contact for all students, staff and visitors
Liaise with all staff and students to answer enquiries on a daily basis.
Interact with various departments hosting events and courses in order to assist the public as they arrive and help with the logistics.
To be present at the reception desk to meet and greet all students, staff and visitors entering the premises
Support the Security team to ensure a visible presence is maintained at the reception desk during premises opening hours
Liaise with the relevant departments in a timely manner ensuring stock is available at all times and up to date.
Ensure the reception is kept tidy and presentable at all times, co-ordinating and maintaining information resources, prospectuses and brochures.
Answer enquiries from prospective students and visitors via telephone or in person
Support Research Forum and Public Programme colleagues with welcoming and directing visitors to events and seminars.
Maintain and provide general information about the local area to prospective and existing students, staff and visitors.
Communicate with students daily about incoming mail deliveries, location of classes and events, general questions, reference local amenities, printing requirements, room locations and directing which staff to contact in regards to for example general welfare issues.
Have a comprehensive oversight of key dates with regards to the academic calendar and gallery programme.
Plan ahead to pre-empt any issues that might impact site operations.
Check availability daily and book ad-hoc rooms for meetings, confirming booking details to the relevant parties via e-mail.
Communicate with various external companies
Cascade communication from the Estates and Facilities Management Team
Communicate with IT regarding visual aids such as data projectors, video's, laptops, etc
Book couriers and taxis as requested.
Assist with monitoring the correct procedures are followed by contractual staff when entering and leaving the premises including permits to work.
Produce weekly timetables for meeting and seminar rooms.
Use the institutes room booking system to give confirmation to students and staff regarding the location of their classes and events.
Keep a supply of prospectuses and leaflets about academic courses and events up-to-date in the reception for the benefit of visitors coming to the premises.
Place orders for stationary and manage stock levels to ensure equipment is available at all times.
Provide administrative support to the Estates and Facilities Management Team.
Report building issues to the Facilities Helpdesk, prepare temporary signage relating to maintenance or catering issues, and have an awareness of resolved issues.
Cover the Facilities Helpdesk inbox to log, track and resolve reactive maintenance queries.
Ensure staff welfare facilities are stocked and maintained at all times.
Manage lost property, together with the Security team
Work with the porters/cleaners regarding any emergency and or additional requirements reported to the reception by staff or students.
Sort and prepare internal and external mail, ensuring outgoing mail is prepared and ready for collection each day.
Ensure deliveries of supplies, packages etc. are recorded and put away
Prepare daily dockets and supporting manifests for the post service provider with regards to the daily collection and thus, dispatch of all out-going mail and parcels.
Communicate via e-mail with all staff and students about postal matters
Liaise with the post service provider to discuss software system updates and or additional training requirements.
Provide an induction for incoming students and staff, on request, regarding all matters pertaining to outbound and inbound mail and postal deliveries when required.
Undertake Fire Warden duties, in regards to assisting with Fire Evacuations from the premises.
Impart information about the facilities on the premises - for example, informing visitors/staff/students what to do if the Fire Alarm is activated, showing visitors/staff/students the location of the toilet's and if relevant showing them around the catering hub in the student and staff common room when the need arises.
Attend relevant staff meetings and participate and complete staff training applicable to the role.
Travel between two sites as and when required as part of your role
Carry out any other duties as part of your role
Work independently and with minimal supervision, taking a lead on and providing an effective and efficient front of house / reception service.
Proven experience as a Receptionist, Front Office Representative or similar role
Knowledge of office equipment (e.g. fax machines and printers)
Proficiency in Microsoft Office Suite
Customer service excellence and a can-do attitude
Excellent organisational skills
Multitasking and time-management skills, with the ability to prioritise tasks
Excellent interpersonal skills
Morgan Hunt is a multi-award-winning recruitment Business for interim, contract and temporary recruitment and acts as an Employment Agency in relation to temporary vacancies. Morgan Hunt is an equal opportunities employer, job suitability are assessed on merit in accordance with their skills, qualifications and abilities to perform the relevant duties required in a particular role.