Job Description

Essential Criteria

Previous experience of management or supervision of staff in a front of house setting Experience of planning for service delivery. Administrative experience and office skills relevant to this role including MS Office application experience and familiarity with email and digital calendars. A qualified First Aider and Fire Marshal or willing to undertake the training to achieve this.

Duties:

Serve as an experienced Lodge Receptionist and being a role model to others. To deputise in the absence of Lodge Manager, ensuring shift cover, attending meetings and day-to-day supervision of the lodge operation. Manage the logistics within the College ensuring parcels and post are stored and distributed correctly and ensuring minimal disruption. Coordinate all on-site parking for contractors, guests and fellows as well as managing the registration of bicycles. Ensure the Lodge area is clean, tidy and organised and promotes a professional and welcoming first impression of the college, sorting post, delivering parcels and assisting with luggage. To be in uniform at all times during working hours and promote a positive perception of the College, in keeping with the college values, both internally and externally. To assist the Lodge Manager with staff matters including: identification and implementation of appropriate training, supervision of casual team members; supporting the Lodge Manager in planning and organising correct staff levels To assist the Lodge Manager in conducting probationary reviews, annual appraisals and disciplinary hearings when required.

Lodge Receptionist/ Customer Service/ Front Desk

Provide a warm, friendly and professional welcome to the College, ensuring visitors and College members are acknowledged quickly and helped in a timely fashion.

Handle telephone calls and enquiries to the main switchboard, displaying a warm and professional welcome and able to competently handle enquiries. Deal with any requests yourself, where possible or, if unable to assist, then obtain further information and direct the caller to the appropriate person. Taking and communicating messages where required.

Monitor the Lodge email account and responding professionally and timely to incoming emails.

Support the Lodge Manager to ensure a continuous safe and secure environment - highlighting any potential risk and impact on the College to the Lodge Manager.

Be first aid trained, proficient in fire prevention, CCTV and H & S regulations and act as first responder to incidents, and to coordinate with emergency services or University Services where required.

Be the first responder to College alarms in relation to intruder, fire and water.

Carry out security patrols and deal with any security or behavioural issues appropriately and professionally. Be vigilant at all times and able to confidently, but tactfully and politely challenge anyone who appears to need assistance.

Be fully conversant with the College Security systems and procedures. Able to deal with any emergencies in a swift and prompt manner following the College Fire and other emergency plans.

Monitor and log CCTV in accordance with college procedures

Responsible for providing written incident reports in line with college policy.

Ensure the Lodge issue keys/fobs accurately, complying with all procedures.

Act as an information point and communicate relevant information across the appropriate departments, ensuring accurate and detailed handovers between shifts.

Assist the Lodge Manager in creating and updating Standard Operating Procedures (SOP) to aid continuity and ease of training for new staff within the Lodge when required.

In conjunction with the Junior Deans, ensure that good order is maintained by junior members (undergraduate and graduate students), dealing as appropriately with student issues and incidents involving college visitors, reporting all incidents via the appropriate mechanism.

In conjunction with the Junior Deans, ensure that good order is maintained by junior members (undergraduate and graduate students), dealing as appropriately with student issues and incidents involving college visitors, reporting all incidents via the appropriate mechanism.

Be IT proficient, particularly in the use of MS Packages (Word, Outlook, Excel). Use Speedy Booker software to check in and check out students and conference guests to the College.

Be sympathetic to the support and welfare needs of the student body; providing a friendly, approachable, and safe environment for students to get information or signposting to the appropriate support resources. You are not expected to provide welfare support in this role but may act as the first point of contact.

Vacancy ID 18773

Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so.

Further information can about the Temporary Staffing Service can be found on our website

https://www.jobs.ox.ac.uk/temporary-staffing-service