Switchboard & Department Coordinator

Switchboard & Department Coordinator

Your new company
We are working with an educational organisation in Bath who are a passionate community of technical experts who provide digital, data and technology services that are accessible, relevant, and secure.
Your new role
This role provides administrative support to the Switchboard operator.
The Switchboard coordinator is the initial point of contact for external enquiries. The incumbent coordinates colleagues to connect the enquirer with the right person or department to address their needs. They ensure phone calls are handled in a professional, positive, empathetic and efficient manner, collecting appropriate information to hand over to the relevant team. In addition, they ensure calls are recorded appropriately in the call management system.
The post-holder provides the administrative support to the department as a member of the Central Office team. They ensure optimal forward planning for pan-department activity and events activities, including all staff meetings. The role requires effective, timely coordination with the agility and flexibility to respond to unexpected change and balance urgent, conflicting priorities.

Maintain the laptop pool, including collection of the laptops from the staff, leaving the department and reallocating them to other staff

Responsible for provision of stationery

Issue and return of car parking and building access permits for new staff and visitors.

Coordinate and manage travel and accommodation for staff attending trainings and events

Book and manage catering arrangements for staff events.

Manage allocation and register of visitor passes

Manage the safe receipts of post and deliveries for Central Office.

Maintain a detailed inventory log documenting PAT-tested equipment, including dates of testing, equipment details, testing outcomes, and any necessary follow-up actions

Efficiently operate the university's switchboard: promptly answer incoming calls and redirect to appropriate departments

Provide friendly, informative and professional responses

Maintain accurate records of incoming and outgoing calls for reference and tracking purposes.

Handle confidential and sensitive information in accordance with university guidelines and procedures, ensuring compliance with data protection regulations and confidentiality standards.

Support campus-wide communication by assisting with emergency calls, following established protocols and facilitating effective responses in urgent situations.

Contribute positively to the university's image and reputation by delivering exceptional service, excellent communication skills, and a helpful attitude.

Ensure colleagues covering absence are effectively trained and able to deliver a high-quality service.

What you'll need to succeed

Strong people skills

Ability to negotiate with peers

Prioritise requests

Friendly and efficient phone manner

Proven ability to work well under pressure

Competent IT skills and knowledge

Ability to handle sensitive information

What you'll get in return

Flexible working options are available.

Hybrid working available.

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you but you are looking for a new position, please contact us for a confidential discussion on your career.
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