Receptionist and Administration Assistant Recruitment Pack

Transcription

1 Receptionist and Administration Assistant Recruitment Pack

2 Re : Receptionist and Administration Assistant Thank you for your interest in the role of Receptionist and Administration Assistant at De Montfort University Students Union. Please find contained in this recruitment pack the following:- Role Summary and Background Job Specification Person Specification Please read the information provided. When applying, please provide quantifiable examples of how you meet the different sections of the Person Specification paying particular attention to the Essential requirements. Please then complete and return the application form provided either via to kwinkless@dmu.ac.uk or drop it off at the DSU Reception desk, Ground Floor, Campus Centre Building, Leicester. Alternatively, please post to:- Katie Winkless De Montfort University Students Union Ltd Ground Floor Campus Centre Building Mill Lane Leicester LE2 7DR Again, thank you for your interest in working for DSU and we look forward to receiving your application. Yours faithfully Katie Winkless PA and HR Assistant

3 ROLE SUMMARY AND BACKGROUND DSU is looking for a Receptionist and Administration Assistant to work within our busy Reception function. You will provide a reception service and perform general administrative duties to assist the efficient running of our central services. You will work under the direction of the Support Services Manager to provide professional administrative support to DSU, including HR matters, building and facilities support. You will also be required to provide a front of house service and administrative support to the Advice function. This is a permanent role, working 52 weeks per year on a part time basis of 20 hours per week. There is potential for the hours to increase. Recruitment Schedule Applications close -Tuesday 03 rd October 2017 at 11am Provisional Interviews w/c 09 th October 2017 Start date As soon as possible subject to notice period.

4 JOB SPECIFICATION Job title: Department: Hourly Rate: Hours of Work: Responsible to: Purpose of Post: Receptionist and Administrative Assistant Central Services 16,618-18,412 per annum (pro rata) Monday to Friday, between 9am and 5pm Support Services Manager To work under the direction of the Support Services Manager to provide a reception service and to perform general administrative duties to assist in the efficient running of the DSU central services. To work under the direction of Support Services Manager to provide professional administrative support to the DSU. To provide a reception service and administrative support to the Advice service. To provide administrative support the Support Services Manager in relation to HR matters. To provide building and facilities support functions to the Support Services Manager. MAIN DUTIES AND RESPONSIBILITIES Advice Support Making appointments via telephone, in person or via . Monitor the general Advice mailbox. Dealing with straightforward enquiries / Signposting students to relevant points of assistance. Diagnosing students issues at first point of contact. Dealing with enquiries from students with on-going cases and taking any relevant documents. Prioritising emergency cases and alerting the Support Services Manager of students who may be in immediate risk. Maintaining an up to date library of information. Maintain student data on the on-line case recording system. Process all in-coming post, prioritising relevant correspondence.

5 Process all visa applications and decisions, informing students under the direction of the Support Services Manager. Maintaining accurate records and update partners accordingly. Creation and monitoring of key dates. Maintaining Advisers diaries to ensure efficacy. General clerical duties as directed by the Support Services Manager. To monitor and update website / social media. To assist, where necessary, in the organisation and running of extra curricular / publicity events. General Reception and Admin Duties Provide an administrative support function for DSU. Provide induction support for staff. Provide admin support for Payroll. Provide the administration support for recruitment, selection and induction processes. Provide admin support in Meetings. To update and maintain electronic files and sites. Maintain spreadsheets and databases, as well as the online HR Software. Monitor and maintain records as directed by the Manager. To support the Support Services in relation to the monitoring of health and safety. To undertake duties as directed by the support the Support Services manager in relation to Building maintenance plans and facilities control including Cleaning. This job specification is subject to alteration after consultation with the post holder following any change in circumstances. AUGUST 2017

6 PERSON SPECIFICATION Job title: Department: Receptionist and Administrative Assistant Central Services SKILLS/COMPETENCIES REQUIRED All experience may be paid or voluntary, full or part-time, in the UK or overseas. ESSENTIAL DESIRABLE General Experience of providing excellent customer care in a reception setting Good IT skills including experience of developing and using MS office and its applications in the use of developing spreadsheets/presentations/word documents Excellent telephony skills Experience of taking notes in meetings Proven ability to prioritise, use initiative and problem solve Excellent planning and organizational skills Experience of dealing sensitively with individuals, demonstrating empathy at all times Awareness and respect of the cultural differences of individuals Experience of dealing with students whose first language is not English Understanding and ability to maintain client confidentiality and data protection requirements Skills/Abilities Ability to ask for support and guidance form manager Ability to work as part of a team Ability to be adaptable and flexible Ability to be accurate and use plain language