JOB DESCRIPTION. Student Services/Student Employability/Careers. 20 hours per week 4 hours per day Monday to Friday

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1 JOB DESCRIPTION Job Title: Post Number: Careers Team Receptionist/Administrator S899 Salary Grade: Grade 4 Dept: Base Location: Hours per week: Student Services/Student Employability/Careers Careers Centre, FCH 20 hours per week 4 hours per day Monday to Friday Special Conditions: Fixed term maternity cover The post is based on our site at FCH. The post holder may be based at any premises the University occupies and may be required to work at any University site or any other reasonable location where the University is undertaking its business. GENERAL The Student Services Department has responsibility for a range of services to students. These include: Accommodation; Chaplaincy & Faiths; Childcare Advice; Counselling & Mental Health; Disability, Dyslexia & Learning Support; Student Achievement; Student Employability; Student Finance Advice; Student Helpzones; and general Student Welfare Support. In addition, the department has operational responsibility for Medical Services. The department is organised into discrete specialist functions. All staff are expected to contribute to the development of all departmental services by working closely across the department and with colleagues based on each faculty. The Careers Centre provides information, advice and guidance for the University s current students and recent graduates in relation to their future careers. As the Careers Centre offers a client-centred service, all staff members are expected to be customer-care orientated. MAIN DUTIES AND RESPONSIBILITIES Responsible to: Line Manager: Head of Careers

2 Primary Functions 1.1 Act as receptionist and first point of contact for the Careers team, responding to internal and external queries via telephone, Live Help Online, and face-to-face, referring queries on to other members of the team and other University departments as appropriate. 1.2 Take responsibility for maintenance and development of office procedures, processes, administration and software systems to support the work of the Careers team. 1.3 Maintain and update the Careers website for students, staff, graduates and employers, in consultation with Careers Consultants. 1.4 Maintain a high profile for Careers Centre services through regular updating of events and news through social media channels. 1.5 Compile and disseminate the monthly Careers Newsletter for students and staff, in consultation with Careers Consultants. 1.6 Assist with activities and administration associated with marketing of the services of the Careers Centre to students and employers 1.7 Collect and collate a range of statistical data relating to guidance services for inclusion in the Careers Centre s Annual Report. 1.8 Assist with administrative processes associated with the Destinations of Leavers from Higher Education survey as required. Secondary Functions 2.1 In the absence of the Employer Liaison Officer; receive, check for quality and appropriateness and upload incoming graduate vacancy information into the University of Gloucestershire Opportunities system. 2.2 Work towards continuous quality improvement in line with the Matrix Quality Standard for Information, Advice and Guidance. 2.2 Demonstrate commitment to continuous professional development. 2.3 Undertake any other duties and responsibilities commensurate with the grade of the post, properly directed by the Line Manager. These variations will not change the general character of the post or the level of responsibility entailed. This job description is a guide to the work the post holder will initially be required to undertake. It may be amended from time to time to meet changing circumstances by mutual agreement. It is expected that the job description will be regularly reviewed by the post holder and his/her manager. These discussions will generally take place during the SDR interview. Where appropriate, an agreed amended job description will be produced or explicitly authorised by the Human Resources Department. March 2012 Closing Date: 27 th March 2012

3 Interview Date: 3 rd April 2012

4 PERSON SPECIFICATION Job/Role Title: Careers Team Receptionist/Administrator Faculty/Department/School/Research Unit: Student Employability Team - Careers Grade: 4 Attainments and qualifications Previous experience Disposition Aptitude, Knowledge and Skills Essential Qualified to Advanced Level or equivalent standard, with GCSE English and Maths at Grade C or above Relevant customerfocused administrative experience within a large/complex organisation Experience of using Microsoft Office applications and maintaining web pages Responsive, empathetic and clear communicator Highly organised, with the ability to work with an excellent degree of accuracy and attention to detail Able to work on own initiative Able to work well under pressure and to meet deadlines Adaptable and flexible Able to work autonomously and as a member of a team to plan, schedule and deliver results across a broad range of administrative Desirable An honours degree or equivalent, preferably in Business Administration or Business Information Systems ICT qualification e.g. ECDL Recent experience of working in higher education Ability to use or quickly acquire competence in the use of software tools currently used to support Careers activities, for example; Agresso, Bristol

5 tasks Competent and confident user of Microsoft Office applications: Excel, Word, Outlook and the internet Ability to use Excel to compile statistical reports Research skills able to use internet and other online resources to respond to information requests from clients Online Survey, Moodle, Delicious, Gradsouthwest Knowledge and competence in HTML to maintain elements of Careers on-line resources Understanding of confidentiality and Data Protection issues Other requirements Competent user of social media (Facebook, Twitter, Live Chat On-line) to maintain a high on-line profile for the Careers team and the services we provide Able to provide excellent customer service to students, graduates and academic staff through clear, empathetic and responsive communication face to face, on-line, via and by telephone. Ability to write clearly, accurately and appropriately for an academic and student audience Ability to use appropriate software tools to maintain and develop the Careers website Available to work during most of the summer vacation (June to August) Able to adjust timing of hours worked during termtime and vacation to respond to team and student needs