Administrative Assistant - Southampton



Last updated:14 July 2020JOB DESCRIPTIONPost title:University Receptionist/AdministratorAcademic Unit/Service:Communications & Marketing Faculty:N/ACareer Pathway:Management, Specialist and Administrative (MSA)Level:2a*ERE category:n/aPosts responsible to:Communications and Marketing Projects Officer (level 4)Posts responsible for:n/aPost base:Office-based (see job hazard analysis)Job purposeTo provide a University reception service and administrative support to the Communications and Marketing team, underpinned by excellent customer service behaviours. Key accountabilities/primary responsibilities% TimeTo provide a comprehensive reception service to the University. Acting as first point of contact to visitors to the University and for staff and students visiting Building 37. To provide excellent customer service at all times, assisting customers as appropriate. 45 %To provide excellent customer service in assisting or directing a range of enquiries as appropriate, taking ownership for queries and resolving them where possible or escalating to the appropriate team.To provide a comprehensive lost and found service for the University, including managing the lost and found property SharePoint site.Be responsible for the sale and distribution of University gifts, corporate folders, maps and University Christmas cards to internal and external customers. To manage stock levels with the C&M Projects Officer and ensure items are charged for correctly by following department and University finance processes. 20 %To provide administrative support including stationery orders, processing equipment orders, ordering business cards, letterhead, and compliments slips, booking rooms, organising catering and other activity as required. To be responsible for organising and booking travel and hotel arrangements for the department.20 %To support Graduation activities relating to gift sales, dispatching orders and dealing with queries. 10 %Any other duties as allocated by the line manager following consultation with the post holder.5 %Internal and external relationshipsMembers of the University.External customers to the University.Special RequirementsJob share - working hours Monday-Friday, 13.00-17.00Work additional unsocial hours where required(occasional)PERSON SPECIFICATIONCriteriaEssentialDesirableHow to be assessedQualifications, knowledge and experienceSkill level equivalent to achievement of NVQ2, GCSE or City and Guilds, with some relevant work experience.Basic numeracy Ability to make effective use of standard IT packagesExtensive experience within a fast-paced business environment in a customer facing rolePrevious work experience within an administrative support roleApplication form Application form and interviewApplication form and interview Application form and interviewApplication form and interviewPlanning and organisingExperience of working in a busy area to achieve tasks whilst prioritising customer service at all timesAttention to detailTo be proactive in organising activity relevant to an efficient reception service, facilitating communication with customers and the wider University, to provide the best possible serviceApplication form and interviewApplication form and interviewApplication form and interviewProblem solving and initiativeAbility to follow procedures to solve a range of problems by taking ownership of problem solving, and resolving to best meet the needs of the University and customer Application form and interviewManagement and teamworkExperience of working as part of a team, contributing to efficiency through sharing information and supporting others as appropriateAbility to adapt well to changing circumstances and service improvements Application form and interviewApplication form and interviewCommunicating and influencingGood communication skills, a positive attitude and experience of dealing with a range of customer groups to take ownership and responsibility of queries. Application form and interviewOther skills and behavioursSpecial requirementsJOB HAZARD ANALYSISIs this an office-based post?? YesIf this post is an office-based job with routine office hazards (eg: use of VDU), no further information needs to be supplied. Do not complete the section below.? NoIf this post is not office-based or has some hazards other than routine office (eg: more than use of VDU) please complete the analysis below.Hiring managers are asked to complete this section as accurately as possible to ensure the safety of the post-holder.## - HR will send a full PEHQ to all applicants for this position. Please note, if full health clearance is required for a role, this will apply to all individuals, including existing members of staff.ENVIRONMENTAL EXPOSURESOccasionally (<30% of time)Frequently(30-60% of time)Constantly(> 60% of time)Outside work Extremes of temperature (eg: fridge/ furnace)## Potential for exposure to body fluids## Noise (greater than 80 dba - 8 hrs twa)## Exposure to hazardous substances (eg: solvents, liquids, dust, fumes, biohazards). Specify below:Frequent hand washingIonising radiation EQUIPMENT/TOOLS/MACHINES USED## Food handling ## Driving university vehicles(eg: car/van/LGV/PCV) ## Use of latex gloves (prohibited unless specific clinical necessity)## Vibrating tools (eg: strimmers, hammer drill, lawnmowers) PHYSICAL ABILITIESLoad manual handlingRepetitive crouching/kneeling/stoopingRepetitive pulling/pushingRepetitive liftingStanding for prolonged periodsRepetitive climbing (ie: steps, stools, ladders, stairs)Fine motor grips (eg: pipetting)Gross motor gripsRepetitive reaching below shoulder heightRepetitive reaching at shoulder heightRepetitive reaching above shoulder heightPSYCHOSOCIAL ISSUESFace to face contact with publicxLone working## Shift work/night work/on call duties ................
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