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. Administration and Reception Support 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. 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. Assist with the preparation of reports and papers as required by researching, collating, drafting and editing material for inclusion as appropriate. 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. Conduct regular audit of fire safety measures across the building. 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. 2. Data and Reporting 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. 3. Digital Signage Management 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. 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. 4. Access Management 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. 5. Smart Locker System 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. 6. Event Support 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. 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 organization of forthcoming events. 7. Reception Management 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. 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. 8. Team Support 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. Knowledge, Qualifications, Skills and Experience Knowledge/Qualifications Essential: 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. Excellent knowledge of Microsoft Office applications, detailed working knowledge of financial administration/procedures, and knowledge of Agresso or similar Finance system. Desirable: Knowledge of University IT systems and structure, policies, and procedures. Skills Essential: Proven excellent administrative and clerical skills, excellent planning, organisation, time and workload management skills, and excellent customer service and communication skills. Desirable: Willingness to develop new skills and knowledge when required. Experience Essential: Relevant experience of providing administration support in an environment with competing demands, managing and maintaining databases, and delivering customer expectations in a fast-paced environment. Desirable: Experience of working in higher education setting and applying University policies and practice. 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 patterns: 08.00 – 16.00 and 10.00 – 18.00. As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity. A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared. An excellent employment package with generous terms and conditions including 41 days of leave for full time staff. A flexible approach to working. A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University.