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Reception/Facilities Assistant

Requisition ID:  24463

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Full Time
Posted Date:  16-Nov-2022


We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.


What’s in it for you? Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.


Newcastle is an inclusive global University community where everyone is treated with dignity and respect.  As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.


Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains colleagues from all sectors of society.  We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.


Salary: £21,197 with progression to £22,662 per annum


Closing Date: 01 December 2022


Do you enjoy working in a busy environment, providing a professional service to a diverse range of customers?


Newcastle University Business School, based in the prestigious Barrack Road and Frederick Douglass Centres at Newcastle Helix, is looking for someone just like you to join our team of Reception/Facilities Assistants.

You will need to be able to provide a high quality support service (reception and facilities coordination) for a diverse group of occupants, be a proactive individual able to work on your own initiative as well as be part of our broader team to ensure the service meets the dynamic requirements of the building stakeholders.


You will need to be motivated and enthusiastic with excellent organisational, presentation and interpersonal skills. You are also going to need to be competent in using a pc with experience of Microsoft Word, Excel, Outlook as well as web-based applications.

In return we offer a great working environment and excellent employee benefits.


For an informal discussion about the post, please contact our Facilities Manager -


Newcastle University Business School is located in Newcastle City Centre and at the gateway to the Newcastle Helix, a £350million partnership between Newcastle University, Newcastle City Council and Legal and General, where business meets Science.

Newcastle University is a Russell Group institution and the Newcastle University Business School is home to 4000 students and is one of an elite group of Business Schools worldwide to hold triple accreditation from the three internationally recognised accreditation bodies: AMBA, AACSB, and EQUIS. This places the School in the top business schools worldwide and is testament to our reputation for our world leading Research and Teaching.


For more information about Newcastle University Business School, please visit our website


The Role


To provide an effective and efficient reception and facilities support to the users of the Business School buildings.


Key Accountabilities

  • Provide a professional reception/enquiry service and to respond appropriately and effectively to the diverse range of enquiries from staff, students and members of the public, always ensuring a high level of customer care.  To act as first line of contact for all mail, liaising with staff in the buildings and appropriate vendors to organise delivery and collection of packages and parcels
  • Arrange the booking of taxis for visiting staff and liaise with the school finance team regarding the payment of invoices
  • Undertake general office duties including raising web requisitions, project requests and photocopying
  • Allocate committee/meeting room bookings as and when requested. To manage these rooms via the electronic diary system that can be viewed by staff. To highlight any potential clashes of room provision with the Facilities Manager
  • Manage room layouts in liaison with University Building Operatives as and when required by room users
  • Liaise with appropriate individuals regarding events arrangements/bookings. Organise portering requests as and when required
  • Liaise with the building’s computing technicians to ensure that all AV equipment is in working order and to report any defects/issues to the computing technicians
  • Work with the Facilities Manager to monitor all problems/defects across the building and liaise with Estates to progress IPR, and repair defects. Liaise with furniture suppliers to obtain quotes for equipment and discuss with Facilities Manager before progressing
  • Under the direction of the Facilities Manager, update the school estate document and liaise with staff members, IT and telecoms to arrange accommodation moves
  • Liaise with University Security to report security issues and highlight these to the Facilities Manager when appropriate
  • To action on behalf of the Facilities Manager the electronic stand-alone smartcard system for staff employed in the building and Business School students.  You will be responsible for updating housekeeping on this system on a regular basis and issuing guest cards when appropriate
  • Act as Fire warden and First Aider for the building, undertaking the appropriate training.  Liaise with the School Safety Officer, Facilities Manager and safety staff with regard to health & safety issues
  • Ensure that notice boards are kept up-to-date and Health & Safety information is circulated as designated by the Facilities Manager
  • To work closely with colleagues/teams at School, University and faculty level to deliver Business School strategy, ensuring alignment with the University’s strategies, policies, guidelines and approaches; share best practice in a service culture; and undertake joint planning with a commitment to change management in order to maximise impact and effectiveness
  • To work a reception shift pattern and exercise flexibility to cover for reception annual leave and absence. Occasional out of hours working may be required to support activities within the building
  • To carry out other duties, as defined by line manager, which support the successful achievement of Business School vision and strategy


The Person (Essential)


Knowledge, Skills and Experience

  • Experience of working in a busy and varied customer focused environment e.g. in a reception role
  • Ability to deal with difficult customer situations
  • Working knowledge of standard software packages e.g. Microsoft Excel, Word and Outlook
  • Ability to work independently, using your initiative as well as part of a team.
  • Clear communication, both orally and in writing, with good interpersonal skills (includes the ability to use tact and discretion and be confidential when required)
  • Have good planning, organisational and numeracy skills
  • Excellent interpersonal skills
  • Knowledge of general office procedures
  • Ability to cope with change in a dynamic environment
  • Ability to apply relevant health and safety and other University policies and procedures



  • Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus work experience in a relevant role


Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains staff from all sectors of society. We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the community they represent. We are proud to be an equal opportunities employer and encourage applications from everybody, as well as being open to flexible working practices.