JOB DESCRIPTION. 1. JOB TITLE: Receptionist/Clerical Assistant. 4. DEPARTMENT: Chester Business School

Transcription

1 JOB DESCRIPTION 1. JOB TITLE: Receptionist/Clerical Assistant 2: HRMS REFERENCE NUMBER: HR ROLE CODE: FINCA 4. DEPARTMENT: Chester Business School 5. ORGANISATION CHART: Head of Department Receptionist/ Clerical Assistant 6. JOB PURPOSE: The role of Receptionist/Clerical Assistant exists to support all aspects of the administration and reception duties of the Chester Business School and to answer telephone and face to face enquiries on behalf of the University. The post supports all staff and students of the School by providing clerical and secretarial assistance and undertaking all the typical reception duties associated with a busy academic department. 7. BACKGROUND INFORMATION: The Chester Business School is responsible for the delivery of a range of undergraduate and postgraduate business and management related programmes at the Chester and Warrington campuses and a number of domestic and international partner sites. 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communicating Effectively Responsible for answering routine enquiries on a daily basis relating to the range of the School s activities and academic provision in person, by telephone and by Explaining procedures relating to timetabling, the procedure for the submission of coursework (including the use of Turnitin), extension/deferral procedures and the whereabouts of academic staff as required HR BELL - Receptionist/Clerical Assistant - JD - Sept 14

2 To administer and send routine correspondence relating to the work of the Chester Business School 8.2 Leadership and Working Collaboratively To be an effective member of the School s administrative team, participating in and contributing to all aspects of the School s day-to-day administrative work No line management or supervisory responsibility 8.3 Liaison and Networking To provide accurate and timely information to members of staff in the wider University or stakeholders (e.g. Registry Services, Student Support and Guidance and the Finance Office) as the first point of contact in the Chester Business School The role holder will be required to make telephone and enquiries on behalf of the Heads of Department and Deans of the Faculty and, on occasion, students 8.4 Delivering a High Quality Standard of Service To provide a high level of customer service to all customers, including prospective and current students, visitors and stakeholders, of the Chester Business School As a front of house representative, the role holder will welcome and assist all visitors to the Chester Business School by providing them with parking permits and directions to the relevant office / buildings 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. S/he 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 ensure that printing areas within the Chester Business School are adequately supplied and tidy The role holder will order stationary for the Chester Business School within an allocated budget The role holder will monitor the submission 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 ground floor reception area of the Westminster building is neat and tidy at all times and that it provides visitors with a welcoming atmosphere The role holder will ensure that material displayed on noticeboards and also the plasma screen/s is current and relevant The role holder will be expected to monitor the central Business School enquiry account and respond accordingly in a timely manner The role holder will maintain the Faculty contact list 8.5 Effective Decision Making When responding to queries, to take independent decisions on how to respond to queries, relevant processes to direct to and who to refer queries onto

3 8.6 Planning and Organising Self and Others To carry out the required duties as determined by the Heads of Department, Faculty International Developmental and Compliance Officer and Departmental Administrators, with some flexibility to respond to the changing priorities of the role 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 The role holder will also need to be mindful of the fact that although s/he is a member of a larger team, they will primarily be working alone at a reception point 8.7 Innovation and Improvement (Effective Problem Solving) To resolve standard problems that arise, with reference to the Heads of Department, Faculty International Developmental and Compliance Officer and Departmental Administrators 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 8.8 Analysis and Research May be responsible for researching information on the internet or accessing 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 The role holder will provide customers with facts and information regarding the Chester Business School. S/he will be able to utilise computer packages, for example, spreadsheets in order to convey this information when requested 8.9 Sensory and Physical Demands Standard for office work 8.10 Work Environment Office environment with no responsibility for the health and safety of others beyond due care 8.11 Pastoral Care and Welfare Expected to show basic sensitivity to colleagues and customers Team Development To provide information and guidance on administrative processes to any new members of staff in the Chester Business School Teaching and Learning Support This is not a requirement of the role

4 8.14 Knowledge and Experience The role holder will have sufficient knowledge or expertise to work on day to day issues in their own area without direct or continuous reference to others. See person specification, below, for more details General To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you To take responsibility for upholding and complying with the University s Equality and Diversity policies and for behaving in ways that are consistent with fair and equal treatment for all To comply with all University Health and Safety policies.

5 PERSON SPECIFICATION Job Title: Receptionist/Clerical Assistant PERSON SPECIFICATION Department: Chester Business School Criteria / Desirable Method of identification Qualifications: 5 GCSE s / NVQ level 2 (or equivalent) ECDL (or equivalent) Desirable certificates Application form/certificate Proven Experience: Experience of office work and administrative processes, particularly in reception Experience of working in a Higher Education environment Computer literacy, including Microsoft Word, Outlook and Excel Desirable Delivering academic and service excellence: Customer Service experience and high levels of effective customer interaction Effective communication skills, both written and verbal Managing self and inspiring others: The ability to prioritise and use resources effectively Ability to prioritise time and meet deadlines. Working together: The ability to work effectively with others as a competent team member Interview/ Test Interview/ Test Organisational and stakeholder awareness: Ability to solve standard problems in accordance with procedures / Test 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. Desirable 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. Method of identification is where the selection panel will match the candidate s skills and abilities to the required criteria outlined (i.e. application form,, test)

6 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT CHESTER BUSINESS SCHOOL RECEPTIONIST/CLERICAL ASSISTANT SALARY SCALE University Scale OS3, points 7-10, 16,131-17,528 per annum payable monthly in arrears. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the postholder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK 36.5 hours per week, to be worked as follows: Monday to Thursday Friday 8:30am pm 8:30am pm (less a one hour lunch break each day) A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. 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, 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 operates two pension schemes for support staff: The default scheme is the Higher Education Defined Contribution Scheme (HEDCS), which is administered by Friends Life. The Cheshire Local Government Pension Scheme, to which the University is an admitted body.

7 All support staff are entitled to participate in one of these schemes. Some staff will be automatically enrolled into a scheme, depending on their age and earnings, but if they do not wish to remain a member of the scheme, they will be entitled to opt out after enrolment. 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 Candidates should apply for this vacancy via our online recruitment website ( by Tuesday 30 th September 2014 quoting reference number HR14017