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Receptionist (Out of Hours)
School of Law and Politics

The School of Law and Politics is looking for a reliable and motivated professional to join our on-campus Facilities Team as an out of hours receptionist.

This semester time only role provides an evening reception service and out of hours building support. Applicants will need to provide the highest levels of customer service, ideally through the mediums of English and Welsh.

This part time, open ended role is available from 04 September 2023. The pattern of work (17 hours a week during semester time*) is normally fixed, as detailed in the table below, but some flexibility will be required to provide cover for annual leave and absence and to fulfil service requirements, e.g. on occasional weekends to support Open Days.

Hours of Work:

• Semester time” is defined for the purpose of this role as a 35 week per annum contract, worked across advertised semester dates (including examination periods) PLUS enrolment week and 3 weeks prior. The post holder will not be scheduled to work during recess periods. For the purposes of illustration, this would translate as follows in academic year 2023/24:

Salary: £21,828 - £22,214 per annum (£11.96 per hour) Grade 2.

Cardiff University is going through a programme of change called Transforming Cardiff and as part of that programme Professional support services are being reviewed. This post works to support an area that may be impacted by this change in the future.

Date advert posted: Friday, 11 August 2023

Closing date: Friday, 25 August 2023

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds. We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We especially welcome and encourage applications from those from under-represented groups within the University workforce, such as those who identify as LGBT +, BAME or those with disabilities. In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Key Duties

• Facilitate access to, and the safety and basic security of, the School’s main accommodation (predominantly outside core hours and on weekends when necessary to support University Open Days) observing the University lone worker policy and liaising directly with Security as necessary
• Provide a professional, well-presented, and friendly reception service to the School, acting as an initial point of contact for student, staff and visitor enquiries while providing the highest standards of customer care
• Deal with enquires from internal and external customers in a professional manner, following established procedures to address standard queries and referring complex enquires to relevant staff members (ensuring all relevant facts and information needed is recorded and passed on)
• Establish working relationships with key contacts to help improve service levels
• Undertake a variety of routine administrative duties to support the team and School
• Take an active role in the team supporting team objectives and other team members, contributing to the training of new team members

Specific Duties

• Open and close the School’s main accommodation as directed, ensuring security is maintained and reporting any failings as appropriate using established procedures (liaising with Security as required)
• Deal with a range of in-person enquiries from students, staff and visitors in a professional, timely and friendly manner and as the first point of contact. Record requirements and re-direct to other School or University teams as appropriate. Where necessary, take messages and distribute them appropriately
• Deal with incoming telephone and email enquiries in a professional, timely and friendly manner, establishing and recording requirements and distributing messages appropriately
• Provide information to students/staff/customers on the services offered and facilities available
• Ensure the reception and public areas are always well presented
• Provide a light portering service for deliveries, movement of furniture and equipment as required, observing health and safety and manual handling guidelines
• Assist with the preparation of rooms and equipment as necessary for customers’ use
• Keep checks on the School’s accommodation regarding safety, security and maintenance, monitoring building faults and recording/reporting/escalating as necessary
• Facilitate contractors’ access to the building where maintenance is required, observing established procedures and liaising with other University Teams (e.g. Estates) as necessary
• Act as a fire warden and first aider
• Be aware of emergency procedures and assist in the evacuation of buildings during an emergency, directing personnel to appropriate assembly areas until a Campus Patrol Officer is able to attend
• Participate actively within the work team, supporting team objectives and other team members, setting an example and showing a flexible approach to delivering team results
• Report on aspects of service delivery that could be improved and embed continuous improvement techniques

General Duties

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
• Abide by University policies on Health and Safety and Equality and Diversity
• Perform other duties occasionally which are not included above, but which will be consistent with the role

IMPORTANT NOTE TO CANDIDATES:
It is the University’s policy to use the person specification as a key tool for short-listing and we only invite candidates to interview who clearly evidence that they meet (or partially meet) each of the essential criteria. During the application process you will be asked to attach a supporting statement. This statement must outline how you meet the criteria below and we recommend formatting this by using each criteria as a sub-heading and providing your relevant experience/evidence below each sub-heading. It is crucial that you save your supporting statement with the vacancy number (eg. 17125BR) in the filename as failure to do so may result in it being omitted from your application.

Essential Criteria

1. Ability to carry out a variety of administrative tasks, including writing accurately, clearly and concisely.
2. Ability to communicate with people effectively, courteously and with respect face to face, over the phone and online.
3. Ability to record information clearly and accurately to pass on to others.
4. Ability to apply confidentiality and discretion in an office environment.
5. Basic IT skills, including email, Microsoft Word documents and Microsoft Excel data entry.
6. Ability to carry out general administrative duties such as filing, photocopying, arranging meetings and ordering supplies.
7. Ability to work well with your team, knowing how to support colleagues as appropriate.
8. Ability to plan and organise your own workload within agreed timelines as set by your Line Manager.
9. Ability to identify problems using your own initiative and to solve these by finding and proposing the most practical solution

Desirable Criteria

1. Basic knowledge of the Welsh language.
2. Experience of facilities, safety and security activities, including (to agreed schedules) the opening and closing of a facility, checking and monitoring rooms and common spaces, and completion of all safety and security checks
3. Ability to carry out manual handling activities in line with established requirements
4. Experience of working in a Higher Education environment

Semester time only is defined as a 35 week per annum contract worked across advertised semester dates (including enrolment week) PLUS 3 weeks prior to enrolment week. The post holder will not be scheduled to work during recess periods (highlighted yellow below). For the purposes of illustration, this would translate as follows in academic year 2023/24: Anticipated working pattern (out of hours, on campus) 2

21,828

22,214

Admin / Clerical

Grade 2