Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
NOC:
Band:
Department:
Supervisor Title:
Receptionist
SO-284
1414
4
Housing Services
Director, Housing Services
Last Reviewed:
September 27, 2011
Job Purpose
Briefly describe the main purpose of the position. In a few short sentences, a small paragraph at most,
describe the position’s overall responsibility/services provided/role at Trent.
Key Activities
1. Handles all receptionist duties in Housing Services, including personal inquiries, phone
and voice mail messages, and email messages; responds to routine inquiries and
reassigns non-routine inquiries to appropriate Housing staff.
2. Assists with data entry and filing of college and room assignments.
3. Completes departmental deposits; receives and records payments, reconciles with
department deposit, data entry.
4. Prepares purchase orders and reconciles with departmental budget.
5. Orders keys for students in residence and charges students’ accounts accordingly.
6. Assists with distribution of residence and food information in mailings, packages, lists,
etc.
7. Opens and directs incoming mail.
8. Maintains the filing system for the office, including financial, programming,
administration and staff files.
9. Provides assistance to the Director, Housing through booking meetings, room bookings
and review of correspondence and e-mail.
10. Provides assistance to the Residence Assignments Coordinator with processing of
residence applications, Wallis Hall Apartments, student files, residence waiting list,
cancellations/withdrawals from residence and residence check-in.
11. Provides administrative support to the College Residence Life Coordinators, including
but not limited to attendance and note-taking at disciplinary meetings, when necessary;
room bookings; arranging catering for special events and tracking in departmental
budget; poster design and correspondence to students (relating to the residence
community); and maintenance of student discipline records in conformance to Federal
and Provincial privacy standards.
Job Number: SO-284
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Last updated: May 3, 2012
12. Provides administrative support to the Housing & Food Committee, including but not
limited to booking meeting rooms; taking minutes at meetings and distributing to
committee members.
13. Respond to questions from students and landlords regarding Off Campus Housing;
accept and reconcile payments; post and update ads on departmental website; update
and maintain website.
14. Reviews monthly long distance billing for the department and maintains records.
15. Sets regular, reading break, holiday and exam bus schedules, in consultation with
Peterborough Transit and, when necessary, the Office of the Registrar; distributes hard
copy bus schedules and posts on the Internet.
16. Orders, assigns and sells bus passes to students; keeps records of passes distributed
throughout the regular academic year.
17. Updates taxi authorization list annually, applies charges to student accounts for
emergency taxi chits, and reconciles student charges with taxi provider invoices in the
Taxi Service Program.
18. Takes minutes for Transportation Committee.
19. Orders office supplies as required.
Analytical Reasoning
Indicate degree of complexity or difficulty of thinking and reasoning required by the job. Provide a
relevant work example that is typical of roles and responsibilities of the job (i.e. not an occasional duty).
Decision Making
Indicate the degree of freedom to exercise initiative or act independently in making day- to-day decisions.
Provide a relevant work example that is typical of roles and responsibilities of the job (i.e. not an
occasional duty).
Impact
Indicate the impact or consequence to the department or University of typical actions or decisions taken by
the job incumbent. Provide a relevant work example that is typical of roles and responsibilities of the job
(i.e. not an occasional duty).
Education
Secondary School Diploma and one-year of post-secondary education (college or university).
Experience Required
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One year of general secretarial/clerical experience.
Excellent computer skills; Intermediate level proficiency with word processing (MS
Word) and database/spreadsheet (MS Access/MS Excel) software; knowledge of Datatel
an asset.
Good written and oral communication skills.
A clear understanding and demonstrated abilities for diplomacy and confidentiality
Job Number: SO-284
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Last updated: May 3, 2012

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required.
Strong orientation toward serving students and good interpersonal skills.
Ability to work enthusiastically both independently and as part of a team.
Good working knowledge of administrative and office procedures.
Excellent organizational skills.
Responsibility for the Work of Others
Indicate whether the incumbent is directly or indirectly responsible for the work of others. Provide the title
of the position(s) as well as an example of how the incumbent is responsible for the work of others on a
daily basis. Specifically, indicate whether the position has responsibility for hiring and supervision of
student workers.
Direct Responsibility
N/A
Indirect Responsibility
N/A
Communication
Indicate the title(s) of individuals internal and external to the University that the incumbent communicates
with on a regular basis. Provide a brief description of the purpose for communicating with these
individuals.
Internal
External
Motor/ Sensory Skills
Indicate the level of proficiency or precision in motor or sensory skills required by the job. Examples
include but are not limited to: small/large movement to operate machinery; coordinated movement;
equilibrium to maintain balance; dexterity to grasp, move, assemble objects or operate equipment;
hearing, sight, touch, smell, taste. Provide a brief description of tasks performed that require
motor/sensory skills.
Effort
Indicate the physical and/or mental demands of the position in the ordinary course of performing the role.
Examples include but are not limited to: lifting, moving, carrying, pushing/pulling, reaching, kneeling,
remaining motionless, sustained concentration or focus. Provide a brief description of the tasks
performed that are physically and/or mentally demanding.
Mental
Physical
Job Number: SO-284
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Last updated: May 3, 2012
Working Conditions
Indicate any physical and psychological conditions of the position that make the job unpleasant,
disagreeable and/or hazardous to health and well-being. Describe the nature, frequency and duration of
exposure.
Physical
Psychological
Job Description Approved by Human Resources (as per Article 17.1):
Name (print):
Signature:
Date:
Signatures - indicating that the job description has been read and understood:
Incumbent
Name (print):
Signature:
Date:
Immediate Supervisor:
Name (print):
Signature:
Date:
Department Head/ Dean:
Name (print):
Signature:
Date:
Job Number: SO-284
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Last updated: May 3, 2012