Office Support Assistant

We are looking for an enthusiastic and friendly team player to join our Administrative Team as an Office Support Assistant. You will be responsible for front of house visitor entrance providing a warm welcome and high level of service to visitors, staff and students, alongside maintaining an inviting and well-presented entrance and reception area. While also assisting ICT staff with: General ICT Administration : arrange couriers, place consumables orders (e.g., stationery, tea/ coffee etc) via purchase requisition requests as required, log defects by reporting them to the College facilities management/ coffee machine supplier, ordering catering for meetings, ensuring new staff are fully inducted as per ICT’s induction guidelines, arrange guest ID cards, and other Office Admin duties.

As part of ensuring the delivery of high-quality services it will be crucial that you have excellent customer service skills.

Duties and responsibilities : Some of your tasks will include:

• Provides Front of House Services for ICT, with respect to handling calls and visitors arriving at reception. Adopt a hosted concierge style service, proactively greet, and receive visitors into ICT and assist with any enquiries, providing helpful information and directions and referring specific enquiries to the relevant staff, where appropriate.
• Ensures all VIP visitors are seen and escorted from receptions to their destination.
• Greet visitors on arrival, determining the nature and purpose of the visit and ensuring visitors are logged into the building in the correct manner and receive an appropriate visitor pass (where applicable) on arrival. Other service touches such as offering refreshments should also be provided.
• Be aware of daily meetings and events taking place on the 4th floor of Sherfield (ICT) and own building and assisting with coordination and logistics if requested.
• Supports the post team in signing in and re-directing the delivery of parcels and packages.
• Issues wi-fi access to visitors as required.
• Assists the staff/students with any College related queries.
• Ensures the reception and waiting areas are always kept tidy and professional in appearance.
• Supports ICT colleagues with administrative duties such as room bookings, catering etc, as required.
• Provides administrative support ensuring new staff are fully inducted as per ICT's induction guidelines.
• Collects visitor access passes daily (where applicable) and liaises with Security regarding any discrepancies as required to help prevent loss, damage, accidents and crime.
• Helps manage ICT tearoom supplies and ensures tidiness and cleanliness.
• Work closely with the Management and Team Assistants to enable the successful delivery of activities, programmes and events.

Essential requirements :

• GCSE with minimum grade of C in Maths and C in English, or equivalent;
• A proven track record of working within a customer service environment that delivers an exceptional, first class service
• Experience of working in a reception service and coordinating various activities and/or people
• Experience of working in a busy office environment, in an office supporting at least 250 staff
• A background of working in a higher educational setting and knowledge of the context in which universities operate
• Good basic knowledge of visitor management systems and meeting room bookings
• Use of Office Applications to intermediate level
• Work in a planned and managed way
• Able to use own initiative, prioritise activities and have a “can-do” attitude
• A warm, outgoing and friendly personality with the ability to project a positive and professional approach
• Organisation, prioritisation and multi-tasking
• Ability to work well on their own and in a team
• A flexible and adaptable approach to working, including changing needs of the business
• Excellent communications skills, both written and verbal, in order to present and deliver information in an appropriate manner
• Strong administrative skills able to work in an organised manner with a strong commitment to providing a positive experience to visitors and for internal stakeholders

Further information : Full details of the role can be found in the Job Description.

This is a full time and fixed term role for 12 months, and you will be based in the South Kensington Campus.

Please note that appointments will be made at the bottom point of the salary scale.