Generic Role Profile

Receptionist (grade 2)

Role Purpose

To provide an efficient and friendly first point of contact for all visitors.

Main Responsibilities

Key duties and responsibilities / Percentages of duties may vary
1 / Welcoming all visitors to the department
This may involve dealing with difficult people or occasions when there is a large number of people waiting for assistance.
2 / Telephone duties
Receive all phone calls. Decide who the relevant person is to receive the call.
Produce and update the department telephone list on a regular basis.
3 / Sorting and distribution of mail
Sort all mail and distribute it out to the relevant recipients.
Liaise with courier services when receiving and sending packages.
4 / Room bookings
Manage room bookings. Liaise with staff and students requesting rooms.
Other duties may involve;
5 / Petty cash
Dispense petty cash for the purchasing of stamps, milk etc.
6 / Administrative duties
Assist with large mailings, collate and copy teaching materials etc.
7 / Secretarial duties
Secretarial duties: copy typing, monitor levels of routine office supplies and distribute stationery orders/requests. Inform the relevant person when stationery needs to be ordered.
Filing.

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Person Profile

Essential knowledge, skills and experience required for the role

Education & qualifications / GCSE Maths and English
Specialist knowledge & skills / Ability to juggle immediate priorities. E.g. ringing phone, waiting visitors and a request for a member of departmental staff
Ability to deal with difficult or pressured situation
Interpersonal & communication skills / Good spoken and written English.
Ability to exercise tact and diplomacy
Relevant experience / Previous experience of dealing with the public either in a reception or other customer facing role
Pre-employment checks / All applicants are legally required to demonstrate the right to work/permission to work in the UK. The requirement for any higher level pre-employment checks is dependent on the role and is detailed in the advert and/or further particulars. Offers of employment will be conditional upon the satisfactory outcome of all required pre-employment checks and whether an outcome is satisfactory will be determined by the University.

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When this generic is not suitable

Team supervision:

The grade of the post would only change if the role holder had full supervisory responsibility for more than two people.

Work environment:

Working in a building where experiments take place would not alter the grade of the post unless the individual has duties relating to the safety of public. Acting as a fire warden is not relevant.

Version: April 2010Page 1