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Receptionist - Part Time (2 posts)

To assist the Sports Management Team, Sport and Exercise Supervisors and Assistants to ensure correct information is communicated to students, staff and visitors.

To operate the till and handle cash, cheque and card payments made for Merchandise, event attendance classes of those facilities. To keep the University’s reception area(s) neat and tidy at all times. This post is based at both the University Arena and St Johns Campus, however the post holder may be required to work on any of the University sites.

This job is not suitable for full time students.

 In the supporting statement of your application form please give evidence to demonstrate how you meet the essential criteria listed in the person specification; you are advised to address each item on the person specification in turn and give specific examples of activities you have undertaken.

 

Closing date: Tuesday 05 Dec 2017

Reference number: FM1715 - 3465

Job details

Job details

Salary
Band 3 £16,654 - £18,263 a year, with opportunity to progress to £19,850 a year
Hours
Monday to Sunday on a two rolling rota operating from 8.00am -10pm (as member of staff team to work 31 hours a week)
Start
As soon as possible
Duration
One Permanent/ One Temporary between Jan 18 and Sept 18
Responsible to
Reception Team Leader
Responsible for
N/A
Interview date
Interview date to be confirmed

Facilities

For more information about the department visit the Facilities website.

Background

Background

The University of Worcester is a high quality University with an international reputation for excellent, inclusive education, as well as a dynamic engine for social and economic development in the region. We are known for creative, high achieving work with partner organisations and for promoting equal opportunities.

The Henwick Grove site in St Johns is located close to the city centre in Worcester and is within 43 acres. It is characterised by relatively low-density development with non-residential and residential buildings of a range of ages and designs. There are extensive playing fields and the campus is attractively landscaped. The residential student Halls provides 789 bed spaces.

The second site in the City Centre is the former Worcester Royal Infirmary, which is vacant following the relocation of the hospital. The site has an area of 22 hectares, is within walking distance of the St Johns site at Henwick Grove and has potential for a mixed use development and currently has student Halls providing 176 bed spaces.
The University also have a number of satellite sites ranging from a sports arena and sports fields to accommodation.
Campus Services are based within the Facilities Department, which covers a wide range of services within University of Worcester, including Halls of Residence, Cleaning, Estates, Porters, Grounds, Reception, Commercial bookings and Catering. We also work very closely with Student Services supporting the University Community Development Workers.

Students living and studying on campus come from a range of backgrounds, cultures and communities and the primary task of the Facilities department is to ensure all University of Worcester students live in a harmonious, secure, tolerant and respectful environment conducive to learning and personal development.

The University Arena (12 court venue) compliments the University St John’s Campus Sports Centre with 6 court hall, fitness centre, full size sand filled and 3G astro turfs, the McClelland Centre, the Riverside Centre, Batttenhall Playing Fields, and The Moors Playing Field. Run in conjunction with the Institute of Sport and Exercise Science, the Sport Facilities Management Team cater for the recreational and sport demands of the academic programme; Student Union sport and British Universities Colleges Sport (BUCS), and Community sport and leisure activities. The Sports Facility Management staff play a key role in creating, supporting and developing the numerous ISES partnerships and networks.

 

 

Main duties

Main duties

1. To provide a welcoming reception service for all visitors to the University and proactively support the Management Team in all aspects of their role in a spirit of partnership and teamwork. This will involve working across multiple campuses, on a rota spanning 7 days a week, 8am-10pm.

2. To act as first point of enquiry for the University answering face to face, telephone and email enquiries, dealing with them responsibly to achieve satisfactory completion.

3. To provide cover for the Telephonists as and when required and operate the switchboard outside the Telephonists’ core working hours and provide an effective and efficient administration service to the Riverside Campus staff and Board Members utilising the Microsoft suite of programmes to include Outlook, Word, Excel and PowerPoint.

4. To learn and understand the University’s organisation and structure and to keep abreast of any organisational change and pass this knowledge on to callers as and when requested.

5. To support the operation and on-going development of operational management systems to support appropriate membership records are held, fees collected and all membership databases remain up to date.

6. To understand and utilise various bespoke software systems to process enquiries efficiently, allowing for excellent customer service. These software systems will include KX and Scientia (training will be provided).

7. To follow UW cash handling procedures and operate the reception till in respect of payments for bookings, tickets, merchandise and membership of the sports facilities in pursuit of annual operating targets, while ensuring adherence to UW financial procedures at all times. Responsibilities will include processing sales, cashing up, reconciliation of multiple tills and card machines, security collections, start and end of day reporting procedures and, stock checks (merchandise and tickets).

8. To utilise the Arena’s computerised ticketing system, adhering the University Arena’s ticketing procedures and guidelines. Responsibilities will include ticket sales (including season tickets), ticketing reports, process batch prints, liaising with the ticketing provider, barcode uploading, ticket printing, resolving faults and queries and, maintaining the ticketing providers scanning hardware.

9. To attend training and development opportunities relevant to the post and /or self-development objectives.

10. To be familiar with the University’s Health & Safety and emergency procedures and provide an immediate and effective response to all emergencies or urgent calls, ie fire, police/security, ambulance/first aid, lift trappings, bomb alerts etc and, where necessary, record events in the report books provided, according to laid down procedures.

11. To control and monitor the issue of keys and ensure information is accurately recorded.

12. To liaise with all departments within the University regarding arrival of visitors or any planned events.

13. To assist shift supervisors when required in setting up and taking down furniture and display stands for University events and setting rooms for teaching. Some events will require late working to make sure the building is correctly set up for the next day’s bookings.

14. To take pride within the University’s reception areas and assist with general cleaning, keeping the areas looking tidy and professional.

15 .To input any job requests reported at Reception using the Facilities Task Management software.

16. To arrange, attend and contribute to regular team meetings.

*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training.

*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students.

*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.

 

 

Person specification

Person specification

Please provide evidence of how you meet each of the essential criteria.

 
Essential Criteria

1. Excellent oral communication skills and interpersonal skills, to include tact and courtesy, and a cheerful and professional telephone manner.

2. Ability to present self and represent the university in a professional manner.

3. Proven ability to work independently, making and taking routine decisions, within a busy environment.

4. Ability to perform effectively as a member of a staff team and able to work on a flexible shift rota basis which spans 7 days (starting at 8am until 10pm).

5 High level of numeracy, accuracy and attention to detail including the ability to deal with money and possess experience of using a till/cashing up procedure.

6. To be able to take accurate messages and relay them to the appropriate personnel by email, hand written or verbal means.

7. Excellent planning and organisational skills and ability to work under pressure, to deadlines and agreed priorities.

8. Experience of manual and computerised booking systems for appointments

9. Excellent IT skills using the Microsoft package to include Outlook, PowerPoint Word and Excel (or equivalent packages) 

Desirable Criteria

1. Front of house experience in a similar customer focused environment.

2. Current First Aid Certificate.

3. Experience of computerised ticketing and booking systems.


Applications from Non EEA Workers:
Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction.

Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at www.gov.uk/browse/visas-immigration .

Visit www.naric.org.uk/visasandnationality  for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.

Unspent convictions, cautions and bind-overs
The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.

In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.

This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.

 

 

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