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5 months ago
Salary band: £15k - £20k
Location: Oxfordshire
Job type: Permanent
Contact: Anonymous
Category: Conference Jobs
The front desk team is a key public-facing role, and is responsible for delivering a friendly, professional and efficient customer service to all residents, guests and internal users. The team will be the first, and potentially only, contact that a person has with us, it is vital that the team creates a warm and welcoming atmosphere, so that visitor leave with the best possible impression.

Day-to-day duties will include responding courteously to enquiries, general running of the reception desk, assisting the Operations Manager to maintain a smooth room booking and allocation service. As part of this team you will work closely with many other departments, and in particular will liaise frequently with the Conference & Catering team, the Housekeeping team, the Development Office, Maintenance teams to name a few.

The role will also involve daily contact with both internal staff and external visitors and guests so the development of good working relationships will be essential.

Principal Responsibilities
Providing a first-class customer experience to all residents and visitors, ensuring that a friendly, professional and courteous service is provided to all.
Dealing with (and, where possible, resolving) all enquiries in a professional and courteous manner, whether in person, by phone, or by email. Directing visitors.
Issuing room cards and maintaining accurate records of keys that have been issued/ returned. Administering the Kinetics database, and ensuring that all guest arrivals/ departures are logged in an accurate and timely manner. Booking meeting rooms for lectures, meetings and tutorials on the Kinetics database. Collecting, sorting and distributing mail, including parcels and internal communications. Ensuring the day-to-day smooth running of the reception area. Booking taxis for residents and guests. Maintaining and displaying excellent knowledge of local area.

Safety and Security
Administering the access control, and CCTV systems. Acting as the first point of contact in emergencies, and coordinating with first-responder services as appropriate. Liaising with nominated external security providers, and requesting support to address any security issues that may arise (as appropriate).
Monitoring the fire alarm system on a day-to-day basis, and carrying out safety procedures relating to the fire alarm system as required (in liaison with the Maintenance Technician). As appropriate, ensuring that rooms and other conference/ facilities are secured at night, and that lights and appliances are switched off.
As appropriate, ensuring that incident reports are prepared and submitted in a timely manner.

Dealing with cash, cheque, and credit transactions, and ensuring that any discrepancies are reported immediately.

Administering all aspects of incoming and outgoing post. Acting as a First Aider and Fire Marshal, as appropriate. Registering student/staff bicycles. As required, assisting with room set-up and cleaning (e.g. seminar rooms, lecture theatre, etc).

Reporting any maintenance, breakage or cleanliness issues to the Operations Manager (e.g. furniture, fittings and equipment) in a timely manner.
The above is not an exhaustive description, and other requirements may emerge as necessitated by changing roles and its overall objectives.
The post holder will be expected to carry out such other duties as the Operations Managers may from time to time request, commensurate with the grade and responsibilities of the post. The duties listed above may be varied from time to time without changing the essential character of the post.

The initial appointment is subject to a probationary period of 6 months.
The post holder will be automatically enrolled in the Pension Scheme (OSPS) unless they choose to opt out in writing.

Hours of work:
Full Time (40 hours per week)
Hours of work will normally be worked on a rotating shift pattern, which will include day shifts, evening shifts, and night shifts, and working at weekends.
Where appropriate, work on Bank Holidays may be required where this falls as part of the normal shift pattern.

Annual Leave: 38 days (made up of 25 days, plus 8 public/bank holidays, plus 5 days to be taken during any shut down period, which is normally the period between Christmas and New Year).
All paid leave must be taken in agreement with the Operations Manager.

If this role is of interest to you please submit your CV as soon as possible or call us

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