JOB DESCRIPTION. 1. JOB TITLE: RECEPTIONIST/CLERICAL ASSISTANT (Part Time)

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1 JOB DESCRIPTION 1. JOB TITLE: RECEPTIONIST/CLERICAL ASSISTANT (Part Time) 2. ROLE CODE: FINCA 3. DEPARTMENT: CHESTER BUSINESS SCHOOL 4. ADMINISTRATIVE STRUCTURE: Chester Business School Departmental Administrator P/T Clerical Assistant / Receptionist Chester Campus Clerical Assistant / Receptionist Chester Campus Vacancy P/T Clerical Assistant / Receptionist 5. JOB PURPOSE: The role of Clerical Assistant/Receptionist exists to support all aspects of the administration and reception duties of the Chester Business School. The post supports all staff and students of the School by providing administrative and secretarial assistance and undertaking all the usual office duties associated with a busy academic office. 6. BACKGROUND INFORMATION: The Chester Business School is responsible for the delivery of a range of undergraduate and postgraduate programmes in business, management, marketing, tourism, events management and finance at both the Chester and Warrington campuses. 7. WORK PERFORMED AND/OR KEY RESULT AREAS: 7.1 Communication The role holder will possess excellent communication skills; you will frequently convey information relating to the range of the School s activities and academic provision in person, by telephone and by . You will be expected to assist students by providing them with information on a variety of issues including: timetabling, the procedure for the submission of coursework and the whereabouts of academic staff.

2 7.2 Teamwork and Motivation As a member of the School s administrative team, the role holder will participate in and contribute to all aspects of the School s day-to-day administrative work. 7.3 Liaison and Networking The role holder will liaise on a daily basis with staff and students. You will also liaise with central University departments such as Registry Services, Student Support and Guidance and the Finance Office in order to provide customers with accurate information. The role holder will be required to order stationary and furniture and make telephone and enquiries on behalf of the Heads of Section and Deans of Faculty. 7.4 Service Delivery The role holder will assist with room and catering bookings for colleagues. The role holder will be required to collect, sort and deliver the mail on a rota basis. You will liaise with the external agencies that serve the School, for example, those who provide and repair the equipment the School uses. The role holder will welcome and assist all visitors to the Business School by providing them with parking permits and directions to the relevant office / buildings. The role holder will monitor the submission and return of coursework and ensure that student forms are signed by appropriate staff members and forwarded to the relevant department in a timely manner The role holder will ensure that the reception area is neat and tidy at all times and that it provides visitors with a welcoming atmosphere. 7.5 Decision Making The role holder will make all the necessary day-to-day, routine decisions that help to fulfil the functions of the reception office, for example; ordering stationary and ensuring that sufficient levels of promotional materials are available. The role holder will be expected to monitor the Business School account on a rota basis and respond accordingly. The role holder will use his/her judgement to determine whether material displayed on student notice boards and leaflets displayed in the reception area are appropriate and up-to-date. 7.6 Planning and Organising Resources

3 The role holder will work to the needs of the office as determined by the Departmental Administrator. S/he will use their initiative in identifying high priority tasks. The nature of the role particularly requires the role holder to have a flexible approach and have the ability to work in a context of continual interruptions. 7.7 Initiative and Problem Solving It is imperative that the role holder be able to work unsupervised and use her or his own initiative. The role holder will solve standard day-to-day problems as they arise, particularly in dealing with students queries and requests for information, either by dealing with these directly or referring them on to the most appropriate person. 7.8 Analysis and Research The role holder will provide customers with facts and information regarding the Business School. You will be able to utilise computer packages, for example, spreadsheets in order to convey this information when requested. The role holder may be asked to seek out information available online or to access central databases (relating for instance to the students on a particular programme or module), or to find templates and forms. The role holder may also be required to undertake data entry exercises from time to time. 7.9 Sensory and Physical Demands There are no particular physical demands beyond usual office conditions: working at a desk (often on the computer) on the ground floor of a building, with typical office duties Work Environment The role holder will work in the Chester Business School reception office which is an open-plan space. As required, the role holder will visit staff offices and teaching rooms in the same building, as well as buildings on main campus and in the near-by vicinity; for instance, to deliver work to the Print Room, distribute Board papers on behalf of Management or to post staff absence notices in classrooms. The role holder may be required to occasionally travel to Warrington campus on the University mini bus. The role holder s lunch break will be organised as part of a lunch time rota with existing administrative staff Pastoral Care and Welfare

4 The role holder has no particular pastoral responsibilities, but needs to be approachable and to show tact and sensitivity when dealing with staff and students, particularly with the latter when they show signs of stress and anxiety. The role holder may need to refer students to particular members of staff within the Faculty and/or University for pastoral and welfare support. The role holder will need to act with confidentiality when the need arises Team Development The role holder will have no responsibility for team development, until experienced in the role, after which time s/he may be required to assist with the induction of any new office staff Teaching and Learning Support The role holder supports the teaching team in a range of administrative tasks relating to their role. The role holder will also support the students by offering them advice, guidance and assistance and referring them on to more appropriate individuals where necessary Knowledge and Experience The role holder requires good , word-processing and other IT skills (working, for instance, in the Microsoft Office packages). ECDL is not a requirement, but is desirable. Previous office experience would be an advantage. The role holder should possess excellent communication skills and a professional telephone manner, accuracy and attention to detail, and an ability to work to tight and often competing deadlines.

5 PERSON SPECIFICATION Job Title & Department: Part-time Receptionist/Clerical Assistant; Chester Business School Criteria Qualifications: Educated to GCSE or equivalent standard, including Maths and English. ECDL Proven Experience: A minimum of one year previous office or customer service experience. Experience of working with students or young people Experience of working in an FE or HE environment Knowledge, skills and abilities: Excellent communication skills. Ability to work both as a member of a team, and also unsupervised and using own initiative. Ability to work to given deadlines. OR Method of identification (i.e. application form, interview, test) Selection Panel use this section to match your skills and abilities to the criteria outlined Interview Interview Interview Good knowledge of the usual IT packages (specifically Microsoft Word and Excel), and general ing competence. Test Other Attributes: Confidentiality, tact, and sensitivity. Interview Approachable, with a pleasant disposition. Interview Accuracy and attention to detail. / Test Efficient, reliable, trustworthy, adaptable and flexible. / Interview Good telephone and interpersonal manner. Interview Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage. Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements.

6 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT RECEPTIONIST/CLERICAL ASSISTANT PART TIME HOURS PER WEEK SALARY SCALE OS 3, points 7-10, 15,216-16,547 pro-rata per annum RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the post-holder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK 18.5 hours per week to be worked as follows: Wednesday 12:00 noon 5.00pm (less ½ hour lunch break) Thursday 8.30am 5.00pm (less one hour lunch break) Friday 8.30am 4.00pm (less one hour lunch break) HOLIDAY ENTITLEMENT 22 days per annum (pro-rata during the commencement and cessation years), rising to 27 days after five years' continuous service. Two extra statutory days per annum during the Christmas period. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University is an admitted body to the Cheshire County Council local government pension scheme. All support staff are eligible for membership of the scheme, and upon appointment, will be asked to indicate whether or not they wish to join the scheme. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy. PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Completed application forms should be returned to HRM Services, University of Chester, Parkgate Road, Chester, CH1 4BJ, no later than Monday 14 th September 2009 quoting reference number HRMS/08198.