Details
1116117
Harper Adams University (Shropshire)
19/08/2026
3 Months
Monday - Friday, 12:45 - 17:00 - 3 months
Smart Casual
Pay
£12.71
£1.53
Description
Role
The role is responsible for staffing the University central reception, operating the main University Switchboard, carrying out administrative duties and dealing with post/parcels as required.
The ideal candidate will work across the whole wider University as well as with outside visitors and service providers as required and will be able to build good working relationships, balance multiple priorities and demands, working well individually or part of a team.
Reporting to the Security & Portering Manager.
Duties and responsibilities
- Undertake reception services including meet and greet of visitors, signing in and issuing of ID badges, giving directions to visitors and providing other assistance to enhance the visitor experience of the University.
- Be a positive ambassador for the University providing such information as reasonably expected to allow visitors to make the most of their experience at the University.
- Assisting visitors in respect of wayfinding and information on the University campus.
- Answer the University switchboard dealing with callers professionally, transferring calls efficiently and taking messages as appropriate.
- Manage and operate the out of hours University switchboard including setting the times, recording the message and taking note of messages left during times when the University out of hours system is on passing these forward as appropriate in a timely manner.
- Actioning and responding to emails as appropriate.
- Undertake the issuing of stationary, ensuring that where cross-departmental charges can be levied that sufficient information is collected to enable this. Order stationary when stocks required.
- Follow University policies and procedures so that administrative activities comply with all relevant legislative requirements including GDPR.
- To act as the first point of contact for all staff and students in respect of all matters relating to the receipt, sorting, collection and (where required) distribution of both internal and external mail. Make sure that post and parcels are dealt with in a timely manner in accordance with the University post policy or otherwise in an appropriate timescale.
- Receive, handle, sort and distribute post, mail and parcels in accordance with relevant legislative requirements as far as reasonably practically and in accordance with the University post policies.
- Making sure that post and parcels are stored securely until sorted, collected or distributed. Make sure that all parcels and other items which require signing for are logged to ensure that there is traceability. Provide reports on post from time to time as requested.
- Carry out the processing of outgoing mail in a timely manner for collection by Royal Mail and/or commercial couriers, following the University post policy in respect of costs for outgoing mail and parcels. Where the costs of outgoing post can be cross charged, make sure that all the necessary information to allow cross charging is collected and communicated to Finance.
- Make sure that sufficient stocks and materials required for the role are maintained. If required, provide stock records.
- Where necessary carrying out some internal and external areas to make sure that the working areas in good order, clean and tidy.
- Deal with lost property following the requirements of the University policy.
- Operate reprographics equipment including the collation, binding and issuing of documents in the format required or as appropriate in a timely manner. Where the costs of reprographics can be cross charged, make sure that all the necessary information to allow cross charging is collected and communicated to Finance.
- From time to time undertake administrative and clerical duties as required.
Skills and experience
- Experience of working in reception and being responsible for switchboard, post and welcoming visitors.
- Experience of carrying out administrative tasks including raising purchase orders and other clerical duties.
- Experience of dealing with lost and found items.
- Experience of dealing with post and parcels.
- Good IT skills in the Microsoft Office suite of software, finance software (e.g. DREAM or similar).
- Experience of operating telephone switchboards including out of hours messaging.
- Demonstrable ability to proactively work with team members collaboratively to ensure the delivery of high-quality services.
- Able to work flexibly, responsibly and effectively to deadlines with minimum of supervision.
- Have a flexible attitude to multi-skilled tasks to maximise operational effectiveness.
- Excellent communication skills and be able to effectively build and maintain both relationships and trust.
Location
Harper Adams, Edgmond Campus