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Facilities Receptionist/Switchboard Operator

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Job ID:

56967

Location:

London 

Salary:

£13.00 per year
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Job Views:

28

Posted:

08/02/2019
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Job Description:

Our client is a large, reputable university based in South West London. Due to an internal promotion, there is now a need for a customer focused facilities receptionist to join this busy faced paced environment.

Overall purpose of job is to provide a professional and organised operational service across the campus, ensuring that the highest possible standards of customer care are followed, whilst complying with legislation and policy; services to include reception, day-to-day access control, switchboard, help desk, invoice management and general administration duties.

Main Duties and Responsibilities General

  • To provide all services in a professional and proactive manner, ensuring that all service levels and performance measurement targets are achieved on a regular basis.


Reception

  • To provide a high quality reception and enquiry service to staff, students and visitors.
  • To welcome visitors and maintain a visitor's book, check identification and administer University policy regarding security.
  • To contact relevant departments about the arrival of callers and guests and to direct urgent courier deliveries.
  • To be well informed about University activities and act as a central source of information. Maintain an information file covering all aspects of the business, including relevant contacts for use in handling queries and ensuring that they are cancelled through the correct person.
  • Updating the notice boards, ensuring availability of adequate supplies of information sheets, prospectuses etc.
  • To assist with enquiries involving daily contact by telephone, letter, email and in person with students, parents, staff and visitors.
  • To act as directed, as a coordinating point for organizing of external functions, referring to enquiries for additional or amended services as appropriate.
  • To ensure clear audit trails by completing appropriate logs books/records in both paper and electronic format as required.
  • To log all accidents, thefts and losses in or around university property, reporting accidents immediately to the Safety Advisor and Line Manager.

Security

  • To be aware of Security and Safety Policies and Procedures. To be aware of the emergency procedures/telephone numbers and to maintain various documents and logs related to health and safety, Out of Hours books, the first aid box and liaise with the security staff.
  • Together with the Security and Site Services teams, to operate and monitor a car parking service which involves booking staff and guests into the designed parking areas and ensuring there is no unauthorised parking.
  • To take responsibility for the issue ID badges, ensuring appropriate record logs are maintained using the cards and specialist software database. Annual leave is embargoed for the last two weeks in September and the first week in October to assist with intake of new students.
  • To issue ID badges to all visitors/contractors.
  • To develop an overall understanding of the University access control system.
  • To maintain up-to-date contact details in relation to maintenance of all technical equipment in relation to Reception and Security Services.

Help Desk

  • To manage the Estates and Facilities help desk system and process.
  • To allocate work requests to appropriate in-house teams or external contractors, making sure all necessary paperwork is completed at time of allocation.
  • To take responsibility for the management of customers whilst their request is being completed.
  • To chase work requests to ensure completion within agreed timescales.
  • To take responsibility for the regular updating of all open help desk requests until successfully completed.
  • To take responsibility for closing all completed help desk requests.
  • To ensure the accurate production and publication of weekly and monthly help desk reports.

Switch Board

  • To manage all incoming external and internal calls, to ensure they are forwarded and responded to efficiently and effectively.
  • To answer general enquiries as they arise and take appropriate action, involving contact by telephone, email, letter and in person.
  • To manage conference call bookings and directory enquiries requests.
  • To maintain up to date telephone extension data on appropriate systems.

Administration

  • To provide a general support for the Estates & Facilities financial and invoice management, including the update of relevant spreadsheets, data entry, filing and photocopying.
  • To produce financial journals for the recharging of access control ID cards and taxi travel.
  • To provide cover in the absence of the other Helpdesk/Reception staff within the department.
  • To receive and distribute the Estates and Facilities Departmental post.
  • To answer general enquiries as they arise and take appropriate action, involving contact by telephone, email and in person.

Other Duties

  • To provide other reasonable duties as requested by the line manager.


If you feel this exciting opportunity matches up with your experience and skills set, please apply below.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk

Company Info
Hays Specialist Recruitment Limited

Company Profile



Company Info


Hays Specialist Recruitment Limited

Phone:
Web Site:

Facilities Receptionist/Switchboard Operator

col-narrow-left 

Job ID:

56967

Location:

London 

Salary:

£13.00 per year
col-narrow-right 

Job Views:

28

Posted:

08/02/2019
col-wide 

Job Description:

Our client is a large, reputable university based in South West London. Due to an internal promotion, there is now a need for a customer focused facilities receptionist to join this busy faced paced environment.

Overall purpose of job is to provide a professional and organised operational service across the campus, ensuring that the highest possible standards of customer care are followed, whilst complying with legislation and policy; services to include reception, day-to-day access control, switchboard, help desk, invoice management and general administration duties.

Main Duties and Responsibilities General

  • To provide all services in a professional and proactive manner, ensuring that all service levels and performance measurement targets are achieved on a regular basis.


Reception

  • To provide a high quality reception and enquiry service to staff, students and visitors.
  • To welcome visitors and maintain a visitor's book, check identification and administer University policy regarding security.
  • To contact relevant departments about the arrival of callers and guests and to direct urgent courier deliveries.
  • To be well informed about University activities and act as a central source of information. Maintain an information file covering all aspects of the business, including relevant contacts for use in handling queries and ensuring that they are cancelled through the correct person.
  • Updating the notice boards, ensuring availability of adequate supplies of information sheets, prospectuses etc.
  • To assist with enquiries involving daily contact by telephone, letter, email and in person with students, parents, staff and visitors.
  • To act as directed, as a coordinating point for organizing of external functions, referring to enquiries for additional or amended services as appropriate.
  • To ensure clear audit trails by completing appropriate logs books/records in both paper and electronic format as required.
  • To log all accidents, thefts and losses in or around university property, reporting accidents immediately to the Safety Advisor and Line Manager.

Security

  • To be aware of Security and Safety Policies and Procedures. To be aware of the emergency procedures/telephone numbers and to maintain various documents and logs related to health and safety, Out of Hours books, the first aid box and liaise with the security staff.
  • Together with the Security and Site Services teams, to operate and monitor a car parking service which involves booking staff and guests into the designed parking areas and ensuring there is no unauthorised parking.
  • To take responsibility for the issue ID badges, ensuring appropriate record logs are maintained using the cards and specialist software database. Annual leave is embargoed for the last two weeks in September and the first week in October to assist with intake of new students.
  • To issue ID badges to all visitors/contractors.
  • To develop an overall understanding of the University access control system.
  • To maintain up-to-date contact details in relation to maintenance of all technical equipment in relation to Reception and Security Services.

Help Desk

  • To manage the Estates and Facilities help desk system and process.
  • To allocate work requests to appropriate in-house teams or external contractors, making sure all necessary paperwork is completed at time of allocation.
  • To take responsibility for the management of customers whilst their request is being completed.
  • To chase work requests to ensure completion within agreed timescales.
  • To take responsibility for the regular updating of all open help desk requests until successfully completed.
  • To take responsibility for closing all completed help desk requests.
  • To ensure the accurate production and publication of weekly and monthly help desk reports.

Switch Board

  • To manage all incoming external and internal calls, to ensure they are forwarded and responded to efficiently and effectively.
  • To answer general enquiries as they arise and take appropriate action, involving contact by telephone, email, letter and in person.
  • To manage conference call bookings and directory enquiries requests.
  • To maintain up to date telephone extension data on appropriate systems.

Administration

  • To provide a general support for the Estates & Facilities financial and invoice management, including the update of relevant spreadsheets, data entry, filing and photocopying.
  • To produce financial journals for the recharging of access control ID cards and taxi travel.
  • To provide cover in the absence of the other Helpdesk/Reception staff within the department.
  • To receive and distribute the Estates and Facilities Departmental post.
  • To answer general enquiries as they arise and take appropriate action, involving contact by telephone, email and in person.

Other Duties

  • To provide other reasonable duties as requested by the line manager.


If you feel this exciting opportunity matches up with your experience and skills set, please apply below.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk