Campus Hub Administrator (Receptionist)

We're looking for someone to join our Rugby team as a Campus Hub Administrator on a permanent, part time basis.

•This role is pro rata so the salary you will be receiving is £13,457.83 per annum.
• The schedule is: 08:30 – 12:30 on Monday – Thursday and 12:30 – 16:30 on Friday.

BACKGROUND TO THE POST

The Reception is the front face of the WCG. Where a customer first enters and gets an impression about the whole organisation, including its reputation and degree of professionalism.

Our Campus Hub Administrators deliver a friendly, efficient customer service to the college group’s stakeholders, such as students, customers and colleagues. They create a warm and welcoming atmosphere for all of our guests, with the key aim of retaining and attracting new customers.

To be the Campus Hub Administrator for Rugby College requires you to act as the Fire evacuation officer for this college. The post requires you to work as a receptionist/fire evacuation officer in the event of a fire or emergency incident supporting staff based at the College. Our staff are required to wear our corporate colours of red and black whilst on duty.

MAIN TASKS

•You are required to implement emergency procedures, acting as the Fire Controller. Co-ordinate fire evacuations and lockdown procedures for the college site, liaising with the Estates team and ensure the safety of all students and staff on site. (Training will be provided).
•You are responsible for answering the main college concierge for WCG. Handling all enquiries in a professional and courteous manner, in person, on the telephone or via e-mail.
•Administer all enquiries and support the wider college with events, conferencing, visitors, students, staff, contractors, in line with college policies and processes.
•The post holder will provide sign posting for enquiries around the college, general information and should be smartly presented with a helpful disposition.
•The post holder will ensure that the visitor/security record is maintained at all times, and that all visitors receive an ID badge in line with college policy.
•They will be responsible for ensuring that college cars are booked out appropriately and all paperwork is completed correctly.
•The post holder will also be responsible for incoming and outgoing post arrangements; supporting Goods Inward, managing any lost property ensuring students are notified promptly to ensure timely collection.
•The post holder will be responsible for room bookings using college timetabling software ProMonitor where appropriate.
•Act as a First Aider (training will be provided).
•The post holder will deliver excellent customer service and assist in keeping the reception and surrounding area looking clean and tidy at all times
•You are required to maintain high standards of customer services at all times helping to resolves problems raised by staff, students and members of the public visiting the College.
•The post holder will be responsible for keeping up to date with current promotions ensuring marketing and promotional materials are replenished and up to date. They will provide information to visitors on request.
•Report incidents which need to be escalated to the College managers or your Line Manager where appropriate. Incident reporting conducted via the Health and Safety guidelines via the College Intranet.
•Liaise with on-site Estate Wardens as appropriate.
•Be aware of the class provision to support students attend courses.
•Support Applicant / Open Events held where appropriate.
•Liaise with the course organisers concerning events, conferencing, contacting IT support and Exams teams where necessary
•To attend college delivered ‘Teaching Essentials’ training

Technical Competencies – ability to:

•Be competent and confident dealing with members of the public.
•Communicate effectively with colleagues, students and visitors.
•Understand and use the telephone system and handle calls effectively.
•Demonstrate competence and confidence with IT software/systems and file management.
•Recognize reputational risk factors, understanding when to escalate them appropriately.
•Problem solve and find solutions.
•Prioritize duties effectively to meet deadlines.
•Be reliable and trustworthy, with excellent time-keeping and attendance record.

Core Competencies

•Friendly, sociable and welcoming to customers, creating a great atmosphere.
•Calm, patient and professional under pressure, whilst handling emergency procedures, incidents and complaints.
•Helpful and a can-do attitude - going out of your way to help customers.
•Confident and authoritative when coping with the unexpected and difficult situations.
•Be a clear and persuasive communicator with differing audiences from students to VIP guests.
•Be able to inspire confidence.

Criteria:

•A good general education including English and Maths or equivalent.
•Good computing skills e.g. Microsoft Office applications, google apps, emails and calendars applications. Promonitor applications
•Experience of working within a customer-focused environment.
•Experience of administrative or secretarial experience within industry or education.