Receptionist / Administrator

Provide a professional, friendly and efficient front-of-house reception and business support service at Swallow House. Acting as the first point of contact for staff, and visitors, the involves responding to enquiries (in person, by phone and email), managing visitor processes, issuing ID cards, and general administrative duties.

The post holder will also provide general administrative support, including managing resource accounts, booking rooms, processing purchase orders and invoices, and supporting finance processes using systems such as SAP/Opera.

The post holder will be part of a wider Business Support team, providing administrative support across Estates departments, ensuring consistent and effective support services

Duties and responsibilities

• Provide a professional front-of-house reception service, acting as the first point of contact for staff, students and visitors
• Meet and greet visitors, respond to queries, and provide accurate information and directions
• Handle telephone and email enquiries in a timely and professional manner
• Manage visitor processes, including bookings, arrivals and issuing temporary access cards
• Produce replacement ID cards, including taking photographs and updating systems
• Manage shared resource accounts, including room bookings and visitor requests
• Provide administrative support  
• Raise purchase orders, process invoices and support financial administration using relevant systems (e.g. SAP/Opera)
• Order and manage supplies, equipment and resources as required
• Maintain accurate records and data, ensuring compliance with university procedures
• Provide cover for related reception or support functions as required

Skills and experience

• Previous experience in a reception, customer service or administrative (Essential)
• Excellent communication skills, with the ability to interact professionally with a wide range of people
• Strong interpersonal skills and the ability to build effective working relationships
• Good organisational skills, with the ability to manage multiple tasks and prioritise workload
• Ability to work independently and use initiative, as well as part of a team
• Experience of using Microsoft Office (Word, Excel, Outlook) and confidence in learning new systems
• Experience of financial or administrative systems (e.g. SAP/Opera) or similar would be advantageous
• High level of accuracy and attention to detail
• Ability to remain calm and professional in a busy front-facing environment
• Understanding of confidentiality and handling sensitive information appropriately
• Experience of handling queries and problem solving in a customer-focused environment

Location
University of Warwick