Reception And Department Administrator

Reception and Department Administrator - £21.01 per hour inside IR35 – 2.5 months – London (Onsite)
Key Responsibilities:
Reception:

To act as the first point of contact for students, staff, members of the public, and guests.
Respond to queries at the reception, answer the reception telephone and direct calls when appropriate.
Manage the Departmental email account.
Sorting the post, liaising with the post-room when necessary and booking courier.
Maintain supplies of stationery, water, tea, and coffee.
Liaise with the finance team on purchasing and managing the departmental stationery and catering budgets.
Ensure the reception, kitchens, meeting rooms, all communal spaces and bookable areas are tidy and presentable.
Develop and maintain the reception manual.
Support the interview process of interview days.
Provide Wi-Fi access for visitors.
Helping external users of the building by orienting them within the building and directing them towards appropriate facilities.
To provide general administrative support and ad-hoc assistance to the Department.
Acting as health and safety representative for the Department. This will involve acting as a Senior Fire Marshal, First Aider and DSE Assessor, and also carrying out site safety inductions for new staff, reporting accidents and assisting with risk assessments.

Assisting with the organisation of events, including booking venues, catering, equipment, and speakers for e.g., open days, conferences, and workshops.
To support the organisation of Departmental student trips.
To work with the events and communications manager to support with activities relating to Departmental events.
Arrange hospitality, when required.
Assist in the setting up of rooms for events and functions.
Liaise with finance to make necessary payments and raise POs.

Manage the Departmental room-bookings and act as the first point of contact for all queries regarding room bookings.
Oversee the use of facilities within the Department building including the student PC room, photocopier room, kitchen, and the SPP common room.
Liaising with the estates team to report and follow up on any maintenance issues. The postholder would Following up on issues to ensure that they have been resolved.
Liaise with finance to make necessary payments and raise IDTs.
Assist in organising office relocations and refurbishment projects.
To provide administrative support the Departmental Manager and relevant colleagues in Safety and Fire safety management of the building(s.)
Issuing office keys to staff and visitors and maintaining the key storage box with record keeping and replacements.
Manage the locker keys and hot desk bookings for PhDs, Researchers and Teaching staff.
To support in the maintenance and creation of signage, both digital and print.

Provide administrative support to the teaching administration team when required.
Book office hours and other related room bookings for staff.
Be involved in preparations for induction week including collating induction material, printing, welcoming and directing students.