Receptionist

Warwick College Group; Royal Leamington Spa; On-site; GBP 15,000 - 19,000; Full time

Job summary

Warwick College Group in Leamington Spa is seeking a Receptionist/Fire Evacuation Officer to join our frontline team. The role is on site and requires handling enquiries, welcoming visitors, and supporting College operations.

You will administer enquiries, manage visitor IDs, assist with events and timetabling, act as First Aider, and participate in fire safety and safeguarding checks; a DBS will be completed as part of pre-employment.

Qualifications

• Good general education including English and Maths or equivalent.
• Good computing skills e.g. Microsoft Office applications, google apps, emails and calendars applications.

Responsibilities

• Provide friendly, efficient reception and handle enquiries in person, by phone or email.
• Administer enquiries and support events, conferencing, visitors, staff and students.
• Issue visitor IDs and maintain visitor/security records per college policy.
• Coordinate room bookings using ProMonitor timetabling software.
• Act as First Aider (training will be provided) and fire evacuation officer when required.
• Deliver excellent customer service and keep reception tidy and welcoming.
• Escalate incidents per Health and Safety guidelines.

Skills

Customer service

Communication

Education

English and Maths

Tools

ProMonitor

Job description

This role is pro rata. The salary you will be receiving is £16,822.29 per annum. This role is based in the UK and will be working on site in our UK based College. In order to comply with our mandatory pre-employment checks, the successful candidate will be required to provide original identification documents in person to our UK based People Services Department. PROTECTION OF CHILDREN AND YOUNG PERSONS (THE CHILDREN'S ACT 1989) Any offers of appointment will be subject to a Disclosure and Barring Service (DBS) check (formerly CRB), a certificate of good conduct if applicable, plus receipt of satisfactory references, Occupational Health clearance, an understanding of safeguarding and qualifications verification. An Enhanced DBS check is required for this position as you will be working within 'Regulated Activity' within a specific place (i.e. the College). This role is classed as working within Regulated Activity. It is an offence to apply for this role if you are barred from engaging in regulated activity relevant to children. By applying for this position, you agree to an Enhanced DBS check in line with DBS regulations. https://blob.wcg.ac.uk/pdf/child-protection-procedure-a5e67894d353c2adb6ac53c08ce6e758.pdf, The Reception is the front face of the WCG. Where a customer first enters and gets an impression about the whole organisation, including its reputation and degree of professionalism. Our receptionists deliver a friendly, efficient customer service to the college group's stakeholders, such as students, customers and colleagues. They create a warm and welcoming atmosphere for all of our guests, with the key aim of retaining and attracting new customers. To be the receptionist for Leamington Spa College requires you to act as the Fire evacuation officer for this college. The post requires you to work as a receptionist/fire evacuation officer in the event of a fire or emergency incident supporting staff based at the College. Our Reception staff are required to wear our corporate colours of red and black whilst on duty.,

• You are required to implement emergency procedures, acting as the Fire Controller. Co-ordinate fire evacuations and lockdown procedures for the college site, liaising with the Estates team and ensure the safety of all students and staff on site. (Training will be provided).
• The Receptionist is responsible for answering the main college concierge for WCG. Handling all enquiries in a professional and courteous manner, in person, on the telephone or via e-mail.
• Administer all enquiries and support the wider college with events, conferencing, visitors, students, staff, contractors, in line with college policies and processes.
• The post holder will provide sign posting for enquiries around the college, general information and should be smartly presented with a helpful disposition.
• The post holder will ensure that the visitor/security record is maintained at all times, and that all visitors receive an ID badge in line with college policy.
• They will be responsible for ensuring that college cars are booked out appropriately and all paperwork is completed correctly.
• The post holder will also be responsible for incoming and outgoing post arrangements; supporting Goods Inward, managing any lost property ensuring students are notified promptly to ensure timely collection.
• The post holder will be responsible for room bookings using college timetabling software ProMonitor where appropriate.
• Act as a First Aider (training will be provided).
• The post holder will deliver excellent customer service and assist in keeping the reception and surrounding area looking clean and tidy at all times
• You are required to maintain high standards of customer services at all times helping to resolves problems raised by staff, students and members of the public visiting the College.
• The post holder will be responsible for keeping up to date with current promotions ensuring marketing and promotional materials are replenished and up to date. They will provide information to visitors on request.
• Report incidents which need to be escalated to the College managers or your Line Manager where appropriate. Incident reporting conducted via the Health and Safety guidelines via the College Intranet.
• Liaise with on-site Estate Wardens as appropriate.
• Be aware of the class provision to support students attend courses.
• Support Applicant / Open Events held where appropriate.
• Liaise with the course organisers concerning events, conferencing, contacting IT support and Exams teams where necessary
• To attend college delivered 'Teaching Essentials' training
  Be competent and confident dealing with members of the public.
• Communicate effectively with colleagues, students and visitors.
• Understand and use the telephone system and handle calls effectively.
• Demonstrate competence and confidence with IT software/systems and file management.
• Recognize reputational risk factors, understanding when to escalation.
• Problem solve and find solutions.
• Prioritize duties effectively to meet deadlines.
• Be reliable and trustworthy, with excellent time-keeping and attendance record.

Core Competencies

• Friendly, sociable and welcoming to customers, creating a great atmosphere.
• Calm, patient and professional under pressure, whilst handling emergency procedures, incidents and complaints.
• Helpful and a can-do attitude - going out of your way to help customers.
• Confident and authoritative when coping with the unexpected and difficult situations.
• Be a clear and persuasive communicator with differing audiences from students to VIP guests.
• To be able to inspire confidence.

OFFERS OF WORK

For the successful candidate a conditional offer of work will be made. Our offer of work will be conditional upon a number of mandatory pre-employment checks, to include but not limited to: DBS, Barred List check, right to work check, internet search, TRA check (academic posts).

ESSENTIAL ATTAINMENTS

• A good general education including English and Maths or equivalent.
• Good computing skills e.g. Microsoft Office applications, google apps, emails and calendars applications.