26 Sep

School Receptionist Jobs Vacancy at University Edinburgh Edinburgh

School Receptionist
University Edinburgh
Edinburgh SCT
26 Sep, 2018 30+ days ago

University Edinburgh Edinburgh urgently required following position for School Receptionist. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.

School Receptionist Jobs Vacancy at University Edinburgh Edinburgh Jobs Details:

The School of History, Classics & Archaeology is seeking 2 well-organised individuals to deliver a professional reception service, with other contributions including estates administration and communications. Successful applicants should be able to demonstrate a high level of customer service, excellent communication and interpersonal skills and have one year’s previous experience in a customer-facing role. An adaptable, positive and flexible approach to work is essential.

These are 2 part-time open-ended posts (20 hours per week), and are available from October 2018. Working pattern and hours can be flexible for suitable candidates, however these must also suit the business.
Salary: £17,408 - £19,202 per annum pro rata.

Closing date: 5pm (GMT) 10th October 2018.

As an equal opportunities employer, we welcome applicants from all sections of the community, regardless of age, gender, race and ethnicity, disability, nationality and citizenship status, religion, sexual orientation or transgender status.
Our School is committed to Athena SWAN principles and we welcome applications from men and BME candidates, who are currently under-represented in this area. All appointments will be made on merit.

Job Purpose
Working as a member of the School’s professional services team, the post-holder is responsible for the day-to-day running of the School Reception. As a member of the School Resources Team, the post-holder will also provide effective support to School general operations, in areas such as estates, facilities, and communications.

Main Responsibilities
The main responsibilities of this post are currently allocated as follows and may change or develop depending on the needs of the School and/or the needs for support services to respond to developments and initiatives.

  • Reception Services: first point of contact for all telephone, face to face and email enquiries to the School through Reception or the School email address to provide the highest standard of customer service. Receiving deliveries and arranging for courier collections. Receiving interview candidates and completing their required ID verification checks. Distribution of room keys to new members of staff or visitors as appropriate. First point of contact for UG student enquiries, assisting with general queries, coursework hand-in and return. Managing lost property and any other reception tasks as required. 50%
  • Estates Administration: Maintenance of key sign-out record, allocation of mailbox keys and door signage. Swipe card door access management and booked out-of-hours building access. Building safety processes (including fire stewarding) and Archibus online fault reporting, working closely with Resources Team colleagues on resolution of issues. Online (VRS) registration of approved visitors as advised. 30%
  • Collate, communicate and disseminate information: Ensure students and staff are aware of, and updated regularly on, key information about courses, programmes, estates work or the School. Disseminate information using noticeboards, email, website, promotional material etc as appropriate. Preparation and circulation of the weekly School digest. 10%
  • Any other duties as requested by the School Resources Administrator or the School Resources Manager to support the school resources team by arranging room bookings and catering and assisting other support teams with basic administrative tasks such as student engagement monitoring. 10%
Planning & Organising
  • Manage Reception to ensure that information is available, enquiries are responded to or referred on promptly and, in relation to undergraduate students, that the hand-in and return of coursework to on-programme students is carried out effectively whilst ensuring excellent customer service at all times.
  • Manage assigned range of duties within a daily routine to ensure work is completed by the required deadline and to the appropriate standard.
  • Plan and organise own workload to ensure the needs of all aspects of the role (e.g. Reception, Resources team) are met.
  • Largely plan and prioritise your workload in accordance with the University’s annual cycle, while responding flexibly to accommodate business requirements in other areas of the Resources team when required by senior colleagues
Problem Solving
  • Know when it is appropriate to refer requests outside post-holder's knowledge base to the appropriate person/area.
  • Recognise when Estates issues require consultation and coordination with team members.
  • Recognise when more complex ID verification issues require engagement with team members.
  • As first point of contact for undergraduate students, handle queries and refer complex problems and cases to Student Support Office, UG Teaching Office or line manager as they arise.
  • Understand when it is appropriate to seek further guidance and/or to refer issues to other School colleagues, e.g. the UG Manager, UG Lead Administrator, Student Experience Officer, etc.
Decision Making
  • Decide which enquiries can be dealt with by post-holder and which need to be referred to another member of staff.
  • Decide if estates related issues can be logged onto the E&B fault reporting system, or whether issues might need to be communicated to School Resources Administrator or other colleagues for further attention.
  • The post-holder will be expected to prioritize their daily workload.
Key Contacts/Relationships
  • School Resources Administrator, who is responsible for managing the overall workload, systems and processes in Reception and in relation to estates, facilities, health and safety.
  • Other colleagues in the School Resources Team, e.g. School Resources Assistant, HR team, School Resources Manager.
  • UGTO colleagues, in relation to student-related queries, submission of coursework, etc
  • The Student Support Office team, who work closely with the UGTO team in relation to special circumstances, extensions and student engagement.
  • Academic staff and on programme students associated with assigned courses.
  • As necessary, other academic and support staff within the School and wider University.
  • Potential and on-programme students.
  • Members of the public, including delivery staff.
  • Other visitors to the School.
Knowledge, Skills & Experience
  • Commitment to the highest standards of customer service.
  • Good educational background
  • Ability to complete work accurately, on time and to appropriate standards.
  • Excellent communication and interpersonal skills.
  • Attention to detail, and a good standard of numeracy.
  • IT literate, particularly MS Word, MS Excel and MS Outlook; and an ability and willingness to learn new software systems.
  • Willingness to work with others and ability to maintain good working relationships.
  • Flexibility and willingness to take on new work and adapt to change and additional responsibility.
  • Understanding of the need to work with discretion and maintain confidentiality.
  • Previous experience in higher education and/or reception work.
  • Previous experience in supporting estates and facilities operations.
  • c. 120 School academic staff, c. 40 School support staff, c. 1600 students; regular visitors to the School, Honorary Fellows, Visiting Professors.
  • College-level, University-level, and external contacts on behalf of the School as needed to respond to enquiries.

Job Context & Other Relevant Information
The post-holder is a member of the School Resources team, and acts as the first point of contact for all visitors to the School.

Due to the front-line service that this post provides, the post-holder should plan to take the bulk of their annual leave during teaching vacation periods. Leave during the following periods cannot usually be permitted: Freshers Week, Weeks 1 – 3 of Semesters One and Two, and the examinations period (exams and exam boards) in May and June. Requests for leave during semester time of up to one week will be considered in relation to workload and staffing levels, and cannot be guaranteed to be accommodated.

Application Procedure

All applicants should apply online by clicking the apply link at the bottom of this page and submitting an up to date CV. The application process is quick and easy to follow, and you will receive email confirmation of safe receipt of your application. The online system allows you to submit a CV and other attachments

You will be notified by email whether you have been shortlisted for interview or not.
The closing date is 5pm (GMT) 10th October 2018.

Eligibility to Work

In accordance with UK legislation the University of Edinburgh, as an employer, has a legal responsibility to prevent illegal working and therefore must check that all employees are entitled to work in the United Kingdom (UK).

To do so, the University requires to see original documents evidencing right to work in the UK before commencement of employment and this is normally carried out at interview. Details will be provided in any letter of invitation to interview.

For further information on eligibility to work please visit our eligibility to work website

In the circumstances where the vacancy does not meet the UK Visas and Immigration (UKVI) criteria for sponsorship the successful applicant must have the existing right to work in the UK or individual circumstances which enable permission to work to be obtained.

For further information about whether you require a visa and other visa routes please visit the GOV.UK website

Conditions of Employment
Pension Scheme

For employees on University Grades 1-5 or equivalent there are two pension schemes available: University of Edinburgh Staff Benefits Scheme (SBS) or the National Employment Savings Trust (NEST).

This role is grade 3 and therefore the post holder will automatically become a member of the NEST scheme if their monthly earnings are deemed to be ‘qualifying earnings’ (equivalent to the HMRC monthly threshold above which their earnings are taxable). If the post holder’s earnings are not deemed as “qualifying earnings” and therefore will not automatically become a member they can opt in to the NEST scheme.

The post holder can choose to join SBS and by doing so they will not become a member of the NEST scheme.

Further information on the different employer/employee contribution levels required for each scheme and different levels of benefits that the post holder may receive may be found at on our Pensions website


The role is grade UE03 and attracts an annual salary of £17,408 to £19,202 pro rata for 20 hours part time. Salary is paid monthly by direct transfer to your Bank or Building Society account, normally on the 28th of the month. Salaries for part-time staff are calculated on the full-time scales, pro-rata to the Standard Working Week.

The University reserves the right to vary the candidate information or make no appointment at all. Neither in part, nor in whole does this information form part of any contract between the University and any individual.

The School of History, Classics and Archaeology

From its foundation in 1583, the University of Edinburgh has maintained a distinguished tradition of higher learning and academic excellence. Today the University is one of Britain's leading research institutions with an international reputation for scholarship and achievement; and access to research libraries of world importance. The School of History, Classics and Archaeology is located within the College of the Humanities and Social Science, founded in August 2002. It is co-located in a completely refurbished 'A' listed building designed by the distinguished Scottish architect, Sir Robert Rowand Anderson in the nineteenth century, with state of the art facilities for staff and students.

The School combines the expertise of the subject areas of History, Classics and Archaeology along with the Centre for the Study of Modern Conflict the Scottish Centre for Diaspora Studies and the Centre for Medieval and Renaissance Studies. Though each subject area has its own areas of special concern, there are many activities and interests in common and important synergies between areas. There is a full programme of seminars and conferences, and close links are also maintained with subject areas in other Schools.

We are one of the largest, most distinguished and most highly ranked centres for the study of the human past in Europe, with over 120 teaching, research and administrative staff. Teaching is provided to around 1500 undergraduate and over 250 postgraduate students drawn from some 40 countries. Around 600 of our students are from outside the UK, reflecting the School's high international reputation.

The range of choice in our programmes is remarkably diverse while at the same time the structure allows for study in depth of particular areas, themes and periods. The subject areas have an outstanding international reputation for research and enjoy a very lively research culture.

College of Arts, Humanities and Social Sciences (http://www.ed.ac.uk/arts-humanities-soc-sci)

The College of Arts, Humanities and Social Sciences is a large and diverse part of the University. Led by Vice-Principal Professor Dorothy Miell, it has 13,800 undergraduates, 5,500 taught postgraduates, 1,300 research students and more than 3,800 academic and professional services staff. The College incorporates 11 Schools (Business; Divinity; Economics; Edinburgh College of Art; Education; Health in Social Sciences; History, Classics and Archaeology; Law; Literatures, Languages and Cultures; Philosophy, Psychology and Language Sciences; and Social and Political Science), the Institute for Advanced Studies in the Humanities and the Centre for Open Learning. The College is located on multiple sites across Edinburgh, with the majority of Schools and College Offices based close to the central George Square area. The College, which is recognised as one of the world's leading centres for the arts, humanities and social sciences in research and teaching, has been growing and investing strongly in recent years.

Research Excellence Framework 2014 (REF2014)

The College operates at the highest levels of international quality across a very wide range of disciplines in the arts, humanities and social sciences and submitted the work of more than 750 staff to 23 Units of Assessment in the Research Excellence Framework 2014. The College achieved a superb result, combining a large-scale, broad and diverse submission with very high quality outcomes: 86% of its research impact and 76% of the overall quality profile were assessed as world-leading (4*) and internationally excellent (3*). Using the widely used Research Power index (which combines the submission's overall score for 3* and 4* work with the volume of staff submitted), 12 of the College’s Units were ranked within the top five in the UK, and 18 were ranked first in Scotland. With an assessment of more than 95% at 3* and 4*, we're particularly proud of the outstanding research environment we create for staff and research students.

The University of Edinburgh

For more than four centuries, our people and their achievements have rewritten history time and again. They’ve explored space, revolutionised surgery, published era-defining books, paved the way for life-saving medical breakthroughs and introduced to the world many inventions, discoveries and ideas from penicillin to Dolly the sheep. We have believed that anything is possible, we still do.
The latest Research Excellence Framework highlighted our place at the forefront of international research. This adds to our international reputation for the quality of our teaching and our student experience excellence. The University is proud of its success with online teaching initiatives, with 2550 students currently studying its online distance learning postgraduate programmes, and a total to date of more than 2 million enrolments for Edinburgh MOOCs.

As a member of staff, you will be part of one of the world's leading universities, with 20 Schools spread over 3 Colleges that offer more than 1600 undergraduate and 600 postgraduate programmes to over 35,000 students each year. Professional services are critical to this success as well as our world-class teaching, research and student facilities. In fact, we are one of the top employers in Edinburgh, with over 13,000 people spread across a wide range of academic and supporting roles.

As a world-changing, world-leading university, we offer an exciting, positive, creative, challenging and rewarding place to work. We give you support, nurture your talent, develop and reward success and integrate academic, professional and personal career goals, as well as give your career the benefit of a great and distinguished reputation. In addition, our employees benefit from a competitive reward package and a wide range of staff benefits, which include generous holiday entitlement, a defined benefits pension scheme, staff discounts and much more. Access our staff benefits page for further information and use our reward calculator to find out the total value of pay and benefits provided.

The University of Edinburgh holds a Silver Athena SWAN award in recognition of our commitment to advance gender equality in higher education. We are members of the Race Equality Charter and we are also Stonewall Scotland Diversity Champions, actively promoting LGBT equality. The University has a range of initiatives to support a family friendly working environment, including flexible working and childcare vouchers. See our University Initiatives website for further information.

University Family Friendly Initiatives

Equality Networks:

Staff Pride Network for LGBT+ colleagues and allies
Disabled Staff Network

The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC005336.

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