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Front Office Assistant - Current UCL PHD Students Only

Details


1115398


UCL


24/08/2026


Other - See Job


Variable; 8 hours minimum, up to as much as 36.5 when required/agreed


Not Applicable

Pay


£16.76


£3.14

Description

Role

Unitemps are recruiting for 3 Front Office Assistants; this role is for current UCL PHD Students Only. This role has an August 24th 2026 and a projected end date of August 16th 2027. This is a part-time/variable role at 8 hours per week up to 36.5 hours if needed/agreed. Payment is set at £16.76 per hour + £3.14 holiday pay. This role is fully on campus working at the UCL Chadwick building.
 

Main purpose of the job

  • Ensure a smooth and safe operation of the building, providing a consistently high level of customer service, for a building with many uses.
  • The team ensure the building is fully operational during scheduled opening hours and work to a weekly shift pattern on a rotation basis. The role is offered on an As and when Basis (Casual hours).

Duties and responsibilities

Working to the priorities set by the Senior Facilities & Operations Administrator:Front Office Operations:

  • Maintain professional and efficient daily front office operations, demonstrating the ability to work independently with initiative.
  • Ensure accurate recording and checking of all data to deliver high quality work and completion of tasks with minimal supervision.
  • Be a welcoming, approachable, informed, friendly face for the public, visitors and staff coming through our doors. Ensure that all visitors to Chadwick have the best possible experience.
  • Work effectively as part of the Front Office team, and build positive working relationships with all team members, internal and external contacts.

Primary services:

  • Parcel Management: Use MS Forms to log and inform parcel deliveries while ensuring compliance with health and safety standards.
  • Sign for deliveries and notify recipients of their deliveries, ensure furniture deliveries are directed to the correct location within the building. Distribute post to relevant pigeonholes.
  • Kitchen Consumables: Manage kitchen supplies, including refilling coffee, tea, and sugar; dispose of expired milk.
  • Fresh Milk Coordination: Ensure timely fresh milk deliveries and distribute them across four kitchens appropriately.  
  • Stock Monitoring: Track and report low stock levels of stationery and standard kitchen supplies, liaising with purchasing staff for reordering.
  • Special Orders Support: Process and report special order requests from academic staff.

Facilities:

  • Maintenance Reporting: Report and monitor facility issues through MyCampus, following up with the Helpdesk as necessary; escalate to Senior Facilities & Operations Administrator as necessary.
  • Assist in desk allocation management & locker key ordering.
  • Assist with office key ordering and liaison with Estates Security.
  • Issue of Department Visitor Cards (staff/students who have lost or forgotten their own and contractors) and key management.
  • Provide support at departmental events, such as setting up the room/venue, catering deliveries, decorations, and signage.

General

  • Follow and actively promote the UCL Ways of Working.
  • Support a safe work environment by conscientiously following and encouraging adherence to health and safety guidelines.
  • Carry out any other duties within the scope, spirit and purpose of the job as requested by the line manager.
  • This job description may be reviewed and be subject to amendment in consultation with the post holder.

Skills and experience

Essential Criteria

Qualifications, experience and knowledge

  • Current PhD student of CEGE. Must be in first or second year of PhD.

Skills and abilities

  • Ability to understand the varied requirements of working with various staff groups, including academics, technical and professional services staff.
  • Ability to learn new processes, workflows and develop a good understanding the key requirements and deliverables.
  • Strong organisation skills and the ability to prioritise your own workload in order to manage a varied task list and meet deadlines
  • .Excellent attention to detail with accurate recording of any data.
  • Eye for detail, able to observe and follow up on any issues that occur with regard to building maintenance, to maintain a high standard.
  • Highly competent user of Microsoft Office suite and ability to learn new systems and databases.Ability to take on ad hoc manual handing tasks eg. moving furniture, equipment etc.  

UCL Ways of Working

  • Contributing to keeping the workplace running smoothly and efficiently.
  • Supporting all colleagues, staff, students, and partners efficiently and effectively.
  • Being able to multi-task, effectively keeping various tasks in hand at the same time.
  • Understanding the importance of building healthy relationships with others in order to do your job well.
  • Communicating clearly, so that everyone understands your message and intention.

Desirable Criteria

  • Previous experience in a customer-facing role.

Location
UCL Chadwick Building

Additional information

This job will close for applications at 11.59pm on Thursday July 23rd. Interviews will be held shortly after.

*Please note to be eligible to work within this role, you must have the right to work in the UK, be physically based in the UK and be able to travel to our London based office for a RTW check (if required).

*If you have a full-time contract of employment with UCL, you are not able to work through UCL Unitemps at the same time.

Unitemps reserves the right to close this advert for applications prior to the date specified above, if a high volume of suitable applications are received so pleased don't delay applying.

Unitemps payroll is monthly, one month in arrears, please see the payroll dates here.

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