Lodge Receptionist/Night Porter

lodge receptionist/night porter

Further Particulars of the Job

Job description

Department:Facilities

Job Title:Lodge Receptionist/Night Porter

Responsible to:Home Bursar via Lodge Supervisor

Main purpose of the job:

The Lodge Reception is the hub of College activities and is the ‘face’ of the College to the outside world as it is the first point of contact. The main purpose of the role of Lodge Receptionist/Night Porter is to provide a high quality customer service to students, fellows, visitors, contractors and staff.

Relationships:

Responsible to: Home Bursar via Lodge Supervisor
Liaison with: College Departments, members and visitors

Main Tasks of Job:

To welcome visitors and conference delegates to the College and deal with requests and enquiries quickly, efficiently and courteously whilst maintaining a calm manner at all times;
To answer and deal with telephone enquiries in a courteous manner and redirect calls and messages as required;
To direct visitors and conference guests to all accommodation and meeting rooms;
To put out directional signs for seminars and conferences when required;
To lock and unlock the doors and gates to College;
To patrol the College and report any incidents to the Lodge Supervisor or Home Bursar;
To carry out regular checks on the car parks and bicycle areas and to identify unauthorised vehicles and bicycles;
To sort and distribute incoming mail and to prepare and frank outgoing mail using the College computerised database to obtain information if necessary;
To read the report book on a daily basis which is kept at the Lodge and ensure that all incidents are recorded in the report book throughout the shift;
To issue and record keys ensuring that only authorised persons have access to them. To lock and unlock rooms, accommodation and external gates as required;
To issue and receive security notices, packs and keys to conference delegates in a timely manner;
To monitor the alarms, both fire and intruder and CCTV systems. To act as the initial point of contact and help deal with fire alarm activations, emergencies, breaches of security such as theft or intrusion. To keep the maintenance department, Home Bursar and other authorities informed and to call the emergency services including University Security Services as needed;
To record accidents in the Lodge Book and to report any accidents to the Home Bursar or Lodge Supervisor;
To act as an initial point of contact during out of office hours and college closure;
To check and respond to emails sent to the lodge.reception email box;
To escort people to their rooms when locked out;
To keep the Lodge and surrounding areas neat and tidy;
To take cash payments for items sold in Reception, to total the days takings and deposit cash in the accounts department;
The Lodge Receptionist/Night Porter will normally be required to become a First Aider (involving a 4 day course) if not already qualified;
The Lodge Receptionist/Night Porter will often work unsupervised and/or alone;
To ensure that the College bar is vacated and locked at the agreed times;
During the night shift to respond to and investigate any reports of noise around the college accommodation;
To maintain a calm manner at all times and defuse any confrontational situations that may arise;
Other duties as may be required by the Lodge Supervisor and/or Home Bursar

Person specification

Essential / Desirable
Qualifications
Knowledge
Skills
Work Experience /

Good standard of general education
Excellent interpersonal skills and communication skills.
Excellent organisational skills.
Basic computer literacy is required and training will be given
Experience in a customer facing role

Experience in a similar position (receptionist, lodge porter)
First aid certificate
Fire marshal certificate

Personal Qualities /

Reliability, honesty and trustworthiness
Happy, positive attitude to life and work
Maturity, sensitivity and discretion
Adaptability and flexibility and an ability to manage a variable workload
Self-confidence and ability to relate to and liaise appropriately with a wide range of people
Customer service awareness
Ability to juggle day and night work

Ability to develop excellent work relationships in a small team

Terms and Conditions:

Appointment: / The post is availablefrom 30 May 2016 or as soon as possible thereafter. It is part-time and permanent with a standard 3 months’ probation.
Hours: / Working hours are27.25 hours per week on average, worked on a rota basis, including nights and weekends.
Normally the rota is as follows:
Week 1: Friday 3pm-11pm, Saturday & Sunday 12noon-10pm
Week 2: Wednesday 7am-3pm, Saturday 10pm-8am, Sunday 10pm-7am.
Working overtime will be required to cover holidays and other absences.
Training: / The post holder will be expected to attend all relevant training required by the post.
Annual Leave Entitlement: / 31 days pa plus 8 Bank Holidays, pro-rata for part-time work.
Grade: / This position is Wolfson College Grade 2.
Salary and Benefits: / The salary is £12,519 per annum for a 27.25 hour week.
(Hourly rates are: day £8.51, night £9.45).Benefits include: pension scheme, subsidized meals, free parking.
Notice period: / 1 week during probation, 4 weeks thereafter
Other conditions / The post is subject to providing evidence of the right to work in the UK, satisfactory references and completion of the health questionnaire.

Equality of opportunity

The Equal Opportunities policy of the College requires that all staff are offered equal opportunities within employment. Entry into employment will be determined only by personal merit and the application of criteria related to the post. Subject to statutory provisions, no applicant will be treated less favourably than another because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation.

Data Protection

All data supplied by candidates will be used only for the purposes of determining their suitability for the post and will be held in accordance with the principles of the Data Protection Act 1998 and the College Data Protection Policy (available on the website at

Application:

Applications must include an application form (overleaf), full curriculum vitae and a covering letter and should be sent by emailto .

The closing date for applications is midday Friday, 20 May 2016.

APPLICATION FOR EMPLOYMENT / PRIVATE AND CONFIDENTIAL
PLEASE COMPLETE ALL PARTS and return together with other required documents to HR Manager at Wolfson College, Linton Road, Oxford OX2 6UD or to
POSITION APPLIED FOR: Lodge Receptionist/Night Porter / Ref. LR160520
Surname / Forename(s) / Title
Address: / e-mail:
Postcode / Telephone number:
NI No. / Are there any restrictions on you taking up employment in the UK? Please circle or delete below as appropriate
Yes (If yes, please provide details in the adjacent box)) / Details of restrictions / No

REFERENCES

Please note here the name and contact details of your referees.
Referee 1 / Referee 2
Name of referee
Institution name
and address
Email address
Telephone number

CRIMINAL RECORD

Please note any criminal convictions except those 'spent' under the Rehabilitation of Offenders Act 1974. If none please state. In certain circumstances employment is dependent upon obtaining a satisfactory basic disclosure from the Disclosure and Barring Service.

DECLARATION (Please read carefully before signing this application)

I confirm that the above information is complete and correct and that any untrue or misleading information will give my employer the right to terminate any employment contract offered.
Should we require further information and wish to contact your doctor with a view to obtaining a medical report, the law requires us to inform you of our intention and obtain your permission prior to contacting your doctor. I agree that Wolfson College reserves the right to require me to undergo a medical examination. In addition, I agree that this information will be retained in my personnel file during employment and for up to six years thereafter and understand that information will be processed in accordance with the Data Protection Act.
I agree that should I be successful in this application, I will, if required, apply to the Disclosure and Barring Service for a basic disclosure. I understand that should I fail to do so, or should the disclosure not be to the satisfaction of the College any offer of employment may be withdrawn or my employment terminated.

SIGNATURE / DATE