Receptionist

**POSITION DESCRIPTION: RECEPTIONIST
POSTION TITLE: Receptionist

EMPLOYMENT SCHEDULE: Full Time - Monday to Friday 7am until 3pm

REPORTING TO: Residential & Events Manager

LOCATION: Ormond College, Parkville

POSITION OVERVIEW:
To assist the Residential Services team to provide exceptional customer service to Ormond

College’s Five Communities. As this role is the face of Ormond College and the Residential

Services department it is vital that the service offered is always friendly, efficient and

anticipates the needs of all guests/visitors to the Front Office. This is a fast-paced role offering a

mixture of customer service and administration tasks. Meeting and greeting - the Front of

House team is the central point of interaction for all residents. They are the primary contact who

acknowledge, respond, follow-up and /or escalate all resident/visitors/staff requests and

needs. Administration tasks - This role will support the Residential and Events Manager with a

number of system updates, communication to the community and other general tasks.

KEY RESPONSIBILITIES:

- Manage all telephone queries.
- Assisting with administration tasks when requested by the Residential and Events

Manager
- Be able to issue a fob and manage the Gallagher System
- Assist with Event orders and other event administration tasks
- Assist with the purchase of items as directed by the Residential and Events Manager.
- Provide general administrative support to the Residential and Events Manager

**Key Criteria for Appointment**
- Has had previous experience in a front-line customer service role
- High Level of attention to detail
- Intermediate or advanced skills in all Microsoft software.
- Ability to multitask and work at a fast pace.
- Friendly and outgoing nature

DETAILED POSITION RESPONSIBILITIES:
**Customer Service**
- Manage telephone enquiries ensuring that as many as possible are answered fully

without having to be transferred.
- Offer exceptional customer service to both internal and external customers.
- Ensure every person who enters reception is acknowledged immediately, receives a

genuine friendly welcome and receives assistance which exceeds their expectations.
- Ensure Visitor/Contractors complete the Sine pro process and wear a Visitor pass.
- Ensure the reception area and foyer is clean, tidy and welcoming at all times.

**General Administration**
- Support the College operation with any administrative tasks.
- Sort and distribute incoming mail and maintain outgoing mail.
- Send and distribute faxes.
- Book couriers.
- Maintain franking machine - ordering supplies when required.
- Synergetic Computer System - Entering Future Student Applications, the

Maintenance of up to date data, extract and utilization of data and electronic
communications.
- StarRez system - update as required
- Ensure every current resident and staff member has an up to date photo on file.
- Maintain an up to date Front Office user manual.
- Maintaining accurate recordings of items borrowed from Reception.
- Maintain accurate car park register.
- Liaise with various departments and display rosters, notices and other information

as required.
- Prepare JCR Café Float for staff and prepare takings for the Finance Department.
- Assist with the preparation of name tags, mail outs, information packages and other

general administrative support.
- Cost code all mail outs from individual departments.
- Maintain accurate recordings of stationery invoices and individual department

purchases. All stationery costs to be entered into the RSFOH Monthly Spread sheets.
- Maintain up to date information on the Grail relating to Operations.
- Prepare memos and reports relating to Reception Office as delegated.
- Ensure all administration materials and records are labelled and filed in a consistent

and tidy manner.

correct staff member to follow up.
- Offer First-Aid when necessary.
- Assist with the Event Order process, signage, room bookings and other tasks.

**Systems Management**
- Know how to issue and update electronic fob cards and maintain accurate data base

for card issue.

**Conference Seasons, beginning of Semesters and other special events**

The Residential Services and Housekeeping Department need to work as a team to ensure that
all events are well planned and run seamlessly. A good understanding of hospitality services is
critical to a successful team delivery. This may require individual team members to work
additional hours at peak periods in the academic calendar and carry out tasks that may fall
outside of their particular responsibilities.

**Occupational Health and Safety Responsibilities**:

- Demonstrate Awareness of OHS policies and procedures and ensure all procedures are

followed.
- Work in conjunction and cooperate with management in the implementation of OHS

related initiatives
- Avoid the promotion of or participation in any acts that may result in injury to

themselves or colleagues.
- Actively report workp