Receptionist and Administration Assistant Recruitment Pack - www.demontfortstudents/jobs
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Receptionist and
Administration Assistant
Recruitment Pack
www.demontfortstudents/jobsRe: 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 email to louise.hammond2@dmu.ac.uk or drop it off at the DSU Reception desk, Ground Floor, Campus Centre Building, Leicester. Alternatively, please post to:- Louise Hammond Operations Manager De Montfort University Students’ Union Ltd 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 Louise Hammond Operations Manager
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 department. You will work under the direction of the Operations 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, Monday to Friday 1:00pm – 5:00pm, with the flexibility to be able to work full time hours to cover annual leave and sickness as required. Recruitment Schedule Applications close – Monday 18th February 2019 at 11:59am Interviews – week commencing Monday 25th February 2019 Start date – As soon as possible subject to notice period .
JOB SPECIFICATION
Job title: Receptionist and Administration Assistant
Department: Central Services
Hourly Rate: £16,766 per annum (pro rata)
Hours of Work: 20 hours per week, Monday to Friday, 1:00pm – 5:00pm
Responsible to: Operations Manager
Purpose of Post: To work under the direction of the Operations 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 Operations 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 Operations Manager in
relation to HR matters.
To provide building and facilities support functions to the
Operations Manager.
MAIN DUTIES AND RESPONSIBILITIES
Making appointments via telephone, in person or via email.
Monitor the De Montfort Students’ Union mailbox.
Dealing with straightforward enquiries / Signposting students to relevant points of
assistance.
Dealing with enquiries from students with on-going cases and taking any relevant
documents.
Prioritising emergency cases and alerting the Operations 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.
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.
Provide an administrative support function for DSU.
Provide admin support for Payroll.
Provide the administration support for recruitment, selection and induction
processes.
Provide admin support in Meetings.
Maintain spreadsheets and databases, as well as the online HR Software.
To support the Operations Manager in relation to the monitoring of Health, Safety
and Wellbeing.
To undertake duties as directed by the Operations 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.
FEBRUARY 2019PERSON SPECIFICATION
Job title: Receptionist and Administrative Assistant
Department: Central Services
SKILLS/COMPETENCIES REQUIRED ESSENTIAL DESIRABLE
All experience may be paid or voluntary, full or part-time,
in the UK or overseas.
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 organisational 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
Experience of cash handling √
Skills/Abilities
Ability to work under own initiative as well as part of √
a team
Ability to be adaptable and flexible √
Ability to be accurate and use plain language √
Ability to remain calm under pressure √You can also read
