Receptionist and Administrator London, England
Job description
Location: University College of London (UCL), Huxley Security Office - Gower Street, London, WC1E 6BT.
40 hours per week Monday to Friday, typically 9am – 5pm, however start and end times can be flexible. Includes paid lunch break.
Role Purpose:
Working in a fast-paced environment supporting UCL students, staff, visitors and contractors for a range of activities including the issuing of passes, issuing of keys to sites and general administration duties.
You will work collaboratively as part of the inhouse UCL and the Bidvest Noonan Security team to deliver an exceptional customer service.
You should be comfortable with dealing with high volume visitors, have a calm, methodical and reassuring approach and be able to build a rapport and understanding with all.
UCL is a highly prestigious and recognized as one of the world’s top universities with students coming all of the world to study right here at UCL London.
Role Requirement & Areas of Responsibility:
· To issue UCL room keys, on both a temporary and permanent basis, in response to the appropriate authority. Ensuring temporary issued keys are returned within the authorized period. Monitoring stock levels of room keys and always ensuring the correct procedures are followed rigorously.
· To issue UCL ID / smart cards. This involves using a computer-based system to capture photos, issue cards and update access rights in response to authorized requests. In addition, conduct regular audits of the access rights of existing cardholders and always Ensuring the correct procedures are followed rigorously.
· To ensure all queries received from UCL staff, students, visitors, and members of the public are logged and dealt with, or where appropriate referred to the Head of Facilities (HOF), Security Manager (SM), Deputy Manager (DM) or the Security Systems Manager (SSM). Ensure that all incoming telephone calls are answered promptly and appropriately, and that information is communicated to the relevant member of staff in a timely manner.
· To relay promptly any reports of serious incidents to the HOF or Security management team.
· To write email correspondence and reports. To answer queries face to face, over the phone or by email whilst responding to all enquiries in a timely manner.
· To ensure that confidential documents are stored securely, and all confidential or sensitive information is handled discretely and kept completely confidential.
· General record keeping, filing, and handling and opening of daily post.
· To complete OOH Working request forms and provision access and keys where required.
General:
· Have a commitment to UCL’s equal opportunities policy and understand how this obligation should be applied to visitors and colleagues.
Experience/Qualifications:
· Whilst no preference experience is required, as full training will be provided, you will have a strong skill set which demonstrates delivering excellent customer service, excellent communication skills and the ability to work calm in a highly busy environment are all essential.
· We will support the training, support and cover the costs for you achieving your SIA licence.
Values and the basic principles:
· It is the responsibility of each member of staff to help create a work environment of teamwork and ‘lateral service’ so that the needs of staff in our client Departments, and those of other staff in the Division who are responsible for the delivery of services, are met.
· Staff is expected to be ambassadors of their Department, the Division and UCL, to speak positively, to take pride in, and care of, their personal appearance, and to communicate any concerns to the appropriate person.
· Whoever receives a complaint will own it, record it, and resolve it as far as possible to the client Department’s satisfaction.
· Staff are expected, and empowered, where circumstances permit to break away from their regular duties to address and resolve problems or the needs of client departments.
· Each person we employ (whether directly or not) will identify and as soon as possible report defects.
· Each person employed by the Division is responsible for creating a safe, secure and hazard free environment for all staff, students, visitors, and themselves, and to conserve energy.
· Be courteous, use appropriate vocabulary and maintain positive eye contact when speaking with staff, students, and visitors.
Carry out any other duties that are reasonably considered to be within the scope of the post.
Job Type: Full-time
Salary: £14.89 per hour
Schedule:
- Monday to Friday
Work authorisation:
- United Kingdom (required)
Work Location: One location
