Internal Applicants Only - Receptionist (University Accommodation)

• To provide a professional, friendly reception service and act as an initial point of contact for student customers, external customers, and visitors.
• To deal with routine enquiries, including face to face, telephone, and email.
• To act as an initial point of contact for both routine and more complex enquiries from internal and external customers and deal with these in a professional manner, following established procedures, referring more complex enquiries to the relevant staff members, ensuring all relevant facts and information needed is recorded and passed on.
• To establish positive working relationships with key contacts to help improve service levels.
• To undertake a variety of routine administrative duties to support the team and department.
• To refer customers and visitors to other members of staff or departments as applicable.
• To issue master keys to Contractors / Estates personnel ensuring they are made aware with all relevant policies and procedures.
• To process and distribute mail and deliveries in a timely manner.
• To ensure that the reception / public areas are kept well presented at all times.
• To assist in preparing and clearing rooms for meetings/events which will involve the movement of equipment and furniture.
• To liaise closely with the Residences Management Team on a daily basis to support and assist with the following:
  • Act as a first point of contact for receiving and providing accurate to customers, contractors, and members of the public.
  • Signpost student customers to other sources of assistance on welfare matters including ResLife and Student Support .
  • Providing a meet/greet and welcome service during major seasonal activities, in particular student arrivals/key issue, end of year departures, conference reception and open days.
  • Maintain and update residential and student records both paper and electronic
  • Receive, receipt, refund and bank monies, maintaining financial records in accordance with financial regulations
  • Record and update maintenance related faults on the Maintenance database and inform management if urgent.
• To gather and analyse data to update administrative systems with accurate information.
• To take an active role in the team supporting team objectives and other team members, contributing to the training of new team members.
• To ensure compliance with legal and regulatory requirements in respect of equality and diversity, data protection, copyright and licensing, security, financial and other University policies, procedures and codes as appropriate.
• To abide by university policies on Health and Safety.
• To provide a service to customers during arrivals / departures, conferences, open days and other busy periods which may be within other residences and may involve working additional hours, outside of regular shift pattern.
• You may be asked to perform other duties occasionally which are not included above but which will be consistent with the role.

• Proven ability to work in a busy customer focussed environment and communicate information effectively, both orally and in writing, to a wide range of people.
• Ability to deal with all customers in a prompt, professional and effective manner, including face to face, over the telephone or via email.
• Basic numeracy and literacy (for example NVQ1/GCSE level D-G or equivalent work-related experience).
• Evidence of IT skills, including knowledge of MS applications, internet and email.
• Proven high standard of organisational and general administrative skills.
• Ability to work as an effective team member.
• Ability to plan, prioritise and organise own workload within established time scales.
• Ability to identify problems using own initiative, determining which standard process and procedures can be used to solve them.
• Ability to carry out manual handling activities.

• Experience of reception work.
• NVQ 2 or GCSE’s at A – C, or equivalent.
• Experience of working in an administrative or office environment.
• Ideally the successful candidate should be able to communicate in Welsh or have a willingness to learn.

CAMPUS SERVICES INFORMATION

Campus Services provides a range of professional support services to students, staff and visitors at Cardiff University.

Residences manages accommodation places for approximately 5,500 students, both catered and self-catered.

In terms of catering, there are cafés and restaurants conveniently located across university campuses, in addition to a delivered hospitality service.

Cardiff University Sport exists to provide students and staff with a balanced, high quality and integrated sport service which meets the needs of a broad range of users.

The Nursery offers facilities for children aged between 10 weeks and 5 years and is divided into sections appropriate to the ages and development of the children.

Both residential and catering facilities are utilised for conferences and functions during the University’s vacation periods. A purpose built and designed conference centre and conference facility is also available throughout the year.

The Campus Services operation is supported by its own central administration functions covering the allocation of residences, human resource and quality, purchasing, facilities, finance, and general administration.