Job Purpose
As one of two Administrator Receptionists in the Advanced Research Centre (ARC), you will be responsible for carrying out a range of administration and reception duties efficiently and effectively to support the operational running of the ARC. The ARC is a high profile building and critical to delivering the University’s Research Strategy, with the role holder key to delivering a well-informed, professional administrative and reception support service for a wide variety of users, both internal and external to the University.
Main Duties and Responsibilities
1. Supporting the key work of the Business Operations Manager, responsible for a range of administrative, secretarial, financial and clerical support, carried out either at reception or elsewhere in the building. Provide advice and guidance to colleagues on systems and procedures, filter issues and seek resolution, adjust priorities as required and ensure the highest standard of customer service is provided.
2. Using the University procurement system (Agresso) raise requisitions for general supplies and items and services required by the ARC support team, reconciling all corresponding paperwork.
3. Assist with the preparation of reports and papers as required by researching, collating, drafting and editing material for inclusion as appropriate.
4. Manage a database of c. 550 ARC residents, liaising with academic and support staff across the building to ensure it is regularly updated and using the list as the primary source to create various staff contact directories.
5. Conduct regular audit of fire safety measures across the building.
6. Diary management for ARC operations staff as required, exercising judgment in relation to activities, including setting up meetings in response to requests from external contacts and internal colleagues. Proactive management of unconfirmed diary holds and scheduling conflicts.
7. Collate data on room occupancy and building usage using various sources. Analyse and interpret information, producing reports or dashboards in an appropriate format. Based on findings, resolve issues and make recommendations to senior management within the ARC to ensure room usage is optimised for the intended purpose of the ARC.
8. Produce and monitor content displayed on the network of ONELAN digital signage screens within the building. With guidance from ARC management, design screen layouts and mix content from various media sources to ensure relevant, current and eye catching content is displayed.
9. Maintain information screens/boards/stands in the vicinity of reception. Liaise with event organisers to ensure that videos and graphics for screens are received in the correct format and presented appropriately.
10. Monitor & manage the Salto database, controlling and resolving access requests and queries, applying initiative and judgement in line with the complex ARC access permission guidelines. Create regular reports and analyse data to identify any anomalies or unusual activity and proactively resolve issues. Manage and streamline the process of issuing ARC visitor cards, implementing control measures to maintain security of access to and within the building and to safeguard against misuse and loss of cards. Resolve any issues immediately and appropriately.
11. Manage the smart locker system provided across the building (600 plus lockers). Provide advice & guidance for users and analyse and resolve issues quickly & efficiently. Monitor the system usage, manipulating available data to prepare reports on usage by residents and visitors and following up on any anomalies or issues. Make recommendations to senior management on ways to improve ease of usage and to minimise future problems.
12. Provide comprehensive administrative and organisational support for a wide variety of events and festivals involving internal and external stakeholders held in the ARC. Duties may include supporting a sign in/welcome point, developing & producing electronic and directional signage, assisting delegates, liaising with event organisers regarding room layout and with catering providers, resolving issues quickly and effectively.
13. Work closely with the Events and Engagement Manager and Events and Exhibitions Producer to monitor events and space bookings, managing the events calendar to accommodate last minute changes and requests and avoid potential clashes. Participate in regular update meetings to assist with the planning and organisation of forthcoming events.
14. As the first point of contact for staff, students, visitors, contractors and members of the public, provide high quality reception support to ensure delivery of a professional and efficient service within the ARC. Using knowledge and experience, respond to a wide range of queries concerning all aspects of the ARC, providing clear and accurate advice, guidance & support and resolving issues independently.
15. Responsibility for ensuring the reception environment, atrium and level 2 meeting rooms are kept clean and tidy. Ensure that reception equipment and consumables are suitably available and in working order. Report and track printer faults and maintenance issues for the building as a whole. Provide initial IT and audio-visual support for meeting room users. Responsibility for the upkeep and maintenance of all meeting rooms in the ARC (approximately 50) ensuring appropriate usage of meeting space and resolving any issues independently.
16. Support the work of other members of the ARC administration team, including sharing work during periods of peak workload and staff absence to ensure that full support is available for administrative services provided in the building.
17. Duties of the post outlined here are not exhaustive and the post holder will be expected to be flexible, undertaking other activities commensurate with the grade of the role.
Knowledge, Qualifications, Skills and Experience
Knowledge/Qualifications
Essential:
1. A1 Either: Ability to demonstrate the competencies required to undertake the duties associated with this level of post, having acquired the necessary knowledge and skills in a similar role. Or: Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent, and experience of personal development in a similar role.
2. A2 Excellent knowledge of Microsoft Office applications, including Word, Excel, PowerPoint, Teams and Outlook.
Desirable:
1. B1 Working knowledge of financial administration/procedures and of Agresso or similar Finance system.
2. B2 Working knowledge of digital signage software such as ONELAN.
3. B3 Knowledge of University IT systems.
4. B4 Knowledge of University structure, policies, and procedures.
Skills
Essential:
1. C1 Proven excellent administrative and clerical skills demonstrating accuracy and attention to detail.
2. C2 Excellent planning, organisation, time and workload management skills with proven ability to multi-task, prioritise diverse tasks and demands, and meet deadlines whilst delivering high quality support to colleagues.
3. C3 Excellent customer service and communication skills with the ability to liaise and communicate professionally with a wide range of people and deal with issues using tact, diplomacy and discretion.
4. C4 Ability to use initiative and exercise judgement to resolve issues independently, consulting with senior colleagues as appropriate.
5. C5 Ability to work proactively and flexibly, adapting to changing priorities or requirements.
6. C6 Self-motivation and proven ability to work independently as well as part of an extended team.
7. C7 Excellent IT skills.
8. C8 Flexibility to cope with and adapt to change.
Desirable:
1. D1 Willingness to develop new skills and knowledge when required.
Experience
Essential:
1. E1 Relevant experience of providing administration support in an environment with competing demands.
2. E2 Substantial and current experience of delivering and exceeding customer expectations within a fast-paced customer-focused environment, e.g., reception, welcome/information point or front of house, which includes administrative duties.
3. E3 Experience of communicating effectively with colleagues at all levels and across organisational boundaries.
4. E4 Experience of planning, organising and setting priorities, applying initiative and independent judgement to achieve objectives.
5. E5 Proven experience of problem solving and decision making, involving independent analysis and judgement.
6. E6 Experience of using bespoke software packages relating to procurement, data collection, communication etc.
Desirable:
1. F1 Experience of managing and maintaining databases, extracting and sorting data into a specific format to support the analysis of data and the production of reports for a senior management audience.
2. F2 Purchasing/financial experience and use of Agresso or similar financial management tool.
3. F3 Experience of using digital signage software such as ONELAN.
4. F4 Experience of working in higher education setting.
Terms and Conditions
Salary will be Grade 4, £23,581 - £26,038 per annum.
These posts are full time (35 hours p/w) and open ended, working alternating shift pattern: 08.00 – 16.00 and 10.00 – 18.00.
Closing date: 2 March 2025
PLEASE NOTE: this is a readvertisement of ARC Administrator / Receptionist vacancy 161291. Previous 161291 applicants need not apply.
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