Part time Receptionist x2 at Heriot Watt University
Job Description
Full Job Description
Receptionist (Front Desk) x2
Salary and grade: Grade 4 £21,197.00 – £23,144.00 (pro rata)
FTE and working pattern: 14 hours weekly each, on a rota basis covering 7 days
The Hospitality Services provides the front desk services for the University at the Edinburgh campus – a small team but part of the much larger Hospitality Services team who operate and deliver all the accommodation, events and catering on the Edinburgh campus and the university facilities – seven days a week. We operate a semester time and summer time service which sees the front desk operating between 7am and 11pm depending on the time of year.
Key Functions:
- Provide a full and extensive professional front desk reception and information service to all visitors, students, staff and guests of the University.
- Be the initial point of contact for visitors and users of the campus whether in person, electronically or on the telephone.
- Professionally and courteously deal with enquiries relating to both student and commercial accommodation, events, the provision of directions, services and activities taking place on campus.
- Carry out all aspects of the administration of University non student accommodation bookings to include processing of the booking, correspondence, allocation of accommodation, check in and check out of guests, creation and handling of accounts and payments as well as other related student accommodation and departmental cashiering tasks.
Duties and Responsibilities:
- Provide a warm welcome to all and promote a friendly efficient ambience within reception.
- Interact professionally and politely to establish level of assistance required by customers in order to deliver the highest level of service at all times.
- Field and direct as necessary, general face-to-face enquiries, telephone enquiries, email enquiries etc on a daily basis. This may include Admissions, Registry, Academic, Support and Residences matters.
- On student arrival and departure check contract details and key log on system. Assist in the task of keeping Accommodation and Residences informed of Arrivals and Departures. Liaise with Accommodation and Residences regarding unexpected arrivals and departures.
- Issue temporary or replacement keys/key cards, recording such, taking payment in line with the relevant policy, entering and accounting for this income at shift end where applicable.
- Carry out frequent audit of keys and key card, and generate detailed lists of keys that require replacement. Raise orders for replacements in a timely manner, cross check and confirming deliveries.
- Be responsible for the float allocated to Front desk when on duty ensuring all cash handling processes and procedures are followed. Be aware of relevant emergency procedures and report any discrepancies immediately to Accommodation Operations or senior departmental managers.
- Administer and process individual, group and event accommodation bookings and enquiries; following the agreed policies and procedures with regards to individual and group reservations, deposit requests, cancellations, refunds and end of shift payment reconciliation.
- Create and monitor individual and group guest accounts ensuring that charges posted are correct and that supporting documentation is readily available.
- Room allocation for groups or individuals carrying out adjustments as necessary or as directed by line management ensuring all relevant service teams are kept updated.
- Report maintenance/issues from accommodation to appropriate sections or departments using the agreed processes and procedures.
- Diary and email management of information and internal communication within own team, line management and any other relevant parties.
- Participate fully in the university and department’s personal development process, including writing and following annual Forward job plans.
Additional duties and functions may be required of the post depending on the development and nature of the operations which are not defined at this time but which may reasonably be requested to be carried out.
Education, qualifications and experience
- Educated to Scottish higher or equivalent
- knowledge of KX Student advantageous
- good customer service skills and second language
- Minimum 2 years’ experience working at a large volume hotel front desk or equivalent
How to apply
Applications can be submitted up to midnight (UK time) on 20th February 2023 please submit a full CV.
Unfortunately, this role does not meet the minimum requirements of qualification and salary to enable us to sponsor a non-UK/Irish National under the Skilled Worker Visa. We may not, therefore, be able to progress your application unless you are able to obtain the right to work via another visa route. Please visit the UK Visas and Immigration website: https://www.gov.uk/browse/visas-immigration for further information.
Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.
Heriot-Watt University values diversity across our University community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website https://www.hw.ac.uk/uk/services/equality-diversity.htm and also our award-winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/
We welcome and will consider flexible working patterns e.g. part-time working and job share options.
Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.
Location :Edinburgh
Closing Date :2/20/2023
HOW TO APPLY
Click Here to Submit your CV and Application on Company Website