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Vacancy ID: 13522

Do you have Receptionist experience in a fast-paced working environment? Are you organised, time-efficient and capable of juggling multiple tasks? Would you enjoy providing high quality-customer service to academic staff and students?

We are currently recruiting for a Receptionist position at a University of Oxford department based in the city centre. Further details below:

Our Receptionist is responsible for providing a professional, welcoming reception service to all staff, visitors and students. You will deal with enquiries, by telephone, face-to-face and via e-mail, from members of the Department and will resolve where possible or refer to the most appropriate member of the team. You are a key member of our on-site support team and will be the first point of contact for both visitors and existing members of the Department; therefore, you will need a good understanding of the work, facilities and activities taking place in this Department.

A vital element of the role is controlling access and making sure that the Department is safe and secure, escalating issues where necessary and liaising with University Security Services for additional support. Your role is also key to managing any issues affecting the building, acting as a fire marshal and a trained first aider (training to be provided where necessary).

You will take responsibility for a range of administrative duties, booking meeting rooms and organising catering, managing parking for staff and visitors, maintaining a stock of stationery, cleaning products and PPE and placing orders for new stock as necessary.

In addition, you will assist other members of the team, logging deliveries, receipting goods, scanning paperwork and filing for our Finance Team, and carrying out other administrative tasks in support of our HR Manager.

This role requires the candidate to be assertive and self-sufficient and to be able to proactively contribute to team efforts in helping to maintain the smooth operation of the Department.

General duties are as follows:

Reception Duties

• The first point of contact for all visitors to the Department, dealing with face-to-face enquiries and ensuring that visitors are correctly booked in and directed to their destination. This will also involve checking ID for all visitors.

• Responsible for the internal switchboard telephone system: answering all incoming calls and transferring them within the Department, re-directing calls or responding to queries when appropriate.

• Dealing with enquiries about meeting room bookings and assisting with booking catering for meetings and events.

• Handling enquires regarding Departmental swipe card access, including making sure that all people entering the building are correctly registered.

• Liaising with the University security teams on any issues relating to the building security.

• Monitoring the building’s emergency warning alarm systems and taking action as necessary.

• Receiving, sorting and distributing incoming post and courier packages.

• Sorting outgoing post ready for collection and arranging courier pick-ups.

• Assisting the Goods Inwards Person with deliveries, including cover for annual leave, matching incoming goods with orders, making sure that they reach the correct person and are signed for.

• Managing vehicular access to the site, controlled via a barrier system, restricting access to permit holders and pre-booked visitors.

• Maintaining the reception area and all other public areas in the building.

Administrative Duties

• Maintaining and updating staff and contact lists.

• Maintaining a stock of stationery, cleaning products and PPE and placing orders for new stock as necessary.

• Assisting members of the Professional Services Team with general administrative duties such as filing and typing.

• Assisting with large meetings and events taking place in the Department on an ad hoc basis and acting as the first point of contact for external enquiries from Conference Oxford.

The job description is not intended to be rigid or inflexible and may include other duties and responsibilities as may be determined from time to time, which are appropriate to the role. The candidate is expected to work flexibly and respond positively to changing needs.

Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so. TSS workers accrue holiday pay that is equivalent to 38 days per year, this means you accrue a whopping 17.1% in holiday pay for the hours that you work for us.

The Temporary Staffing Service supports University of Oxford departments and affiliated colleges with the recruitment of temporary admin and clerical staff. Personal information provided to the University of Oxford is held in accordance with the provisions of the GDPR and related UK data protection legislation.