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Job description

The Glasgow School of Art is seeking to recruit 3 temporary Summer Receptionists for their Halls of Residence, which continues to operate over the busy summer months in Glasgow as a Summer Hostel.

This role is essential to the peak operating season for GSA Halls which runs from April to October.

The Summer Hostel experiences rapid turnover through the summer, including mass departures and arrivals at the start and end of session/summer seasons.

This is a busy role and the post-holder will be over-seeing the daily running of the reception, which will involve:

• Checking guests in and out;
• Maintaining good customer experience for our guests;
• Assisting with the preparation of accommodation for our busy guest and student markets;
• Supporting the accommodation team with their role in managing GSA Halls.

The reception area requires cover between 8.00am – 6.00pm, over 7 days. The working hours of the Summer Receptionists are likely to include afternoons, evenings and weekends. Occasional overtime may be available and a flexible approach to working is essential.

The hours that are available are as follows:

• Roles 1 & 2 - 14 hours per week over 2 days, on a weekly rota basis
• Role 3 – 21 hours per week over 3 days, on a weekly rota basis

Closing date for submission of completed applications: Midnight, 12th March 2023.

Interview date for short listed candidates is: Friday 17th March 2023.

For full details and to apply online, please visit: www.gsa.ac.uk/jobs

Contact for enquiries: Daniel Newton, Accommodation Receptionist, Tel: 0141 566 1121

The Glasgow School of Art is committed to ensuring equality of opportunity in work and study. We strive to create and maintain an inclusive environment where all students and employees feel safe, understood and valued. Applications are welcomed from candidates regardless of age, disability, sex, ethnic or religious background, gender identity or sexual orientation, marital status, pregnancy, maternity, caring responsibilities or care experience.

We recognise we do not have the diversity of staff that we want and we particularly welcome and encourage applications from candidates who identify as being from a Minority Ethnic background, who are underrepresented at The Glasgow School of Art.

To view our full Equality statement, please click here.

Registered Charity Number SC012490.

STRICTLY NO AGENCIES.

JOB DESCRIPTION

Summer Receptionist
Estates

Fixed Term – 6 months

The Role

Job Title Summer Receptionist

Location Glasgow

Reports to Residential Accommodation Manager

Job Purpose The role holder will be responsible for assisting with the daily running of the summer hostel at Blythswood House, giving information to customers about the accommodation and wider city of Glasgow and ensuring guests enjoy their experience of the accommodation.

Who we are:

Blythswood House is one of the main accommodation sites for The Glasgow School of Art and during the summer months, we operate as a 5* hostel welcoming guests from all over the world. The accommodation is ‘officially’ open from 1st June to September 3rd 2022 for bookings. There is a huge amount of preparation that goes into making the accommodation ready for the guests/students, with key preparation dates being 26th May and finishing 8th September. To a lesser degree there is an element of reception duties at our smaller site also, Margaret Macdonald House. This site continues to run as student halls over the summer but departures and arrival seasons requires reception cover at site.

Key Liaisons Internal contacts:

Halls of Residence staff
Estates team

GSA staff and students
Visitors and residents

Principal Accountabilities___________________________________________________

In delivering the role remit the Summer Receptionist will:

• Assist with the ‘change over weeks’ when in preparation of the accommodation for the summer business or for the students returning in

September. These weeks are very demanding and the work is hands on, with a great deal of planning and organisation involved, setting up and preparing the flats for the guests/students;

• Deal with the guest’s arrivals and departures, bookings, invoicing, cash handling and enquiries;
• Make up cleaner’s daily instruction sheets for work required in flats and communicate clearly to ensure all works are completed to the highest standard and in a timely manner;
• Respond to general telephone and reception duties, dealing with enquiries internal and external to the School;
• Assist with the preparations for the new intake of students – offers, allocation of rooms, preparing key packs etc.;
• Keep financial records up to date and assisting with banking procedures for income;
• Maintain effective security of the building and contents, keys, cash box, office equipment, etc.
• Assist the accommodation office with the preparation of Margaret Macdonald

House and Blythswood House during the changeover weeks to ensure the site is ready ahead of student arrivals;

• Assist in the smooth running of the planned summer maintenance programme with the Estates Department for both Blythswood and Margaret

Macdonald House;

• Ensure complete confidentiality of any information or records dealt with in the office environment;
• Deal with any emergencies should they arise, i.e. a fire alarm or sick guest, other incidents, thefts, etc.;
• Assist with the smooth and professional running of the Accommodation and

Residence Office by undertaking administrative tasks such as filing, photocopying or any other reasonable requests made associated with the accommodation, vacation business or The Glasgow School of Art.

2

Person Specification_______________________________________________________

You will be a self-starter with a positive attitude and happy to take responsibility for your own tasks within a busy office environment.

Experience of working within a professional office or reception environment would be advantageous but are not essential.

It is key that you have an interest in office administration, possess commercial awareness and are happy to represent GSA.

Skills and Attributes:

• Ability to operate on own initiative and organise/prioritise workload effectively;
• Excellent customer service skills;
• Excellent communication/inter-personal skills and happy to communicate with various levels of management;
• Good I.T. skills, including a sound working knowledge of Microsoft Office with excellent typing/keyboard skills;
• Strong team-working skills.

*

3

Terms and Conditions

Contract Fixed Term – 6 months

Probationary Period It is recognised that there is an inevitable ‘settling in’ period in any post. The probationary period is therefore an opportunity for the employee to fit within the culture of the School. It should also be determined during this time whether the job is in line with expectations as expressed in pre-appointment discussions, interview and as set out in the Job Description. The probation period for these roles are 1 month.

Salary Grade 1, £18,898.00 – £19,092.00 per annum pro rata

Hours 2 x 14 hours (2 days); and

1 x 21 (3 days) hours per week.

Hours will be afternoons/evenings and weekends.

Holidays 30 days plus 11 statutory holidays per annum pro rata

Pension Option to join Local Government Pension Scheme

Notice Period 1 month

Job Types: Part-time, Temporary contract, Fixed term contract
Contract length: 6 months
Part-time hours: 14 - 21 per week

Salary: £18,898.00-£19,092.00 per year

Benefits:

• Company pension
• Cycle to work scheme
• Free parking
• On-site parking

Schedule:

• Monday to Friday
• Weekend availability

Supplemental pay types:

• Yearly bonus

Ability to commute/relocate:

• Glasgow: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Application deadline: 12/03/2023
Expected start date: 17/04/2023