Benchmark Role Profile for Receptionist (APML1)
Version 2.0
Last amended: March 2015
THE UNIVERSITY OF NOTTINGHAM
RECRUITMENT ROLE PROFILE FORM
Job Title:
Receptionist
School/Department:
Salary:
Job Family and Level:
Administrative, Professional and Managerial Level 1
Contract Status:
Hours of Work:
Location:
Reporting to:
The Purpose of the Role:
The purpose of the role is to provide full administrative support to staff/students/visitors of the
School, acting as a first point of contact for all enquiries and contributing to the effective
operation of the services provided by the School Office.
Main Responsibilities:
1.
2.
3.
4.
Providing a customer focused, high quality reception service for the School,
dealing with enquiries from staff, students and visitors and associated duties.
Provide administrative support for reception duties to include:
 Receiving, sorting and distributing mail for staff and students.
 Issuing temporary car parking permits to visitors to the School.
 Maintenance of School telephone contacts, to be distributed regularly.
 Co-ordination of room bookings for staff/student events and meetings –
arranging hospitality as required.
 Maintenance of School notice boards for staff and students.
 Maintenance of the School’s contacts database for staff.
 Distribution and management of key store for the School.
 Facilities management for the School, ensuring that all work requests
regarding general and emergency security/maintenance issues are dealt
with promptly, interacting with Estates Office and other departments as
necessary.
 Manage meeting/seminar/teaching room facilities.
 Assisting the School Manager to co-ordinate the management of space and
resources allocated to the School including buildings, equipment and
materials.
Maintenance of filing systems for student records, including the
% time
per year
20%
10%
15%
10%
Benchmark Role Profile for Receptionist (APML1)
Version 2.0
Last amended: March 2015
5.
6.
7.
8.
9.
10
11
implementation of a system for archiving records.
Responsibility for the stationery store, including controlling access and
monitoring the stock levels. Re-ordering stocks as necessary to maintain
effective levels.
 Receiving, recording, sorting and distributing of work handed in by
students.
 Assisting with general student administration at busy times.
Provide support to other staff as required, including raising purchase orders
(following appropriate training on Agresso), dealing with deliveries, assistance
with Week 1 administration, organisation of Field Trips for students and
assisting with the Exams processes.
Provide administrative assistance on ad-hoc projects (following training as
appropriate) including School website maintenance, administration of
SETs/SEMs, etc.
Monitoring and upkeep of the main photocopiers ensuring that the copiers are
well stocked with paper each day.
Secretarial support to the School Manager, for example preparation of letters,
memos, faxes and emails.
Any other duties appropriate to the grade and role
Knowledge, Skills, Qualifications & Experience
Essential
Qualifications/Education
Good standard of education
including five GCSEs or
equivalent, plus previous work
experience or
Knowledge/Skills/Training
Experience
Significant previous work
experience in a similar role.
Good oral and written
communication skills.
Proven ability to work
effectively and efficiently both
when alone and in a team.
Use of Microsoft Office
packages including good
knowledge of Word and Excel.
5%
10%
10%
5%
5%
5%
5%
Desirable
Previous customer service
experience/experience in a
reception environment.
Willingness to learn new skills.
Use of email (including for
diary management), and ability
to access information from the
Internet.
Decision Making




i) Taken independently by the role holder;
Dealing with routine enquiries and re-directing enquiries as appropriate.
Monitoring and ordering stationery.
Organisation of the filling system.
Prioritising own workload including unscheduled requests for work, working to tight deadlines,
and to a consistently high standard.
ii) Taken in collaboration with others;
 Providing cover when needed including assisting with Open Days, School Registration, Field
trips etc.
Benchmark Role Profile for Receptionist (APML1)
Version 2.0
Last amended: March 2015
 Working as part of an Administrative team.




iii) Referred to the appropriate line manager by the role holder;
Any new working practices or procedures
Complex enquiries
Workload issues
Absence reporting
Additional Information
The University of Nottingham strongly endorses Athena SWAN principles,
with commitment from all levels of the organisation in furthering women’s
careers. It is our mission to ensure equal opportunity, best working
practices and fair policies for all.