Events Administrative Assistant / Receptionist

The Estates and Facilities Directorate at De Montfort University are looking to recruit a full time Events Administrative Assistant / Receptionist for an immediate start.

The role is based at the DMU Venue, with evening and weekend hours expected to be worked aligning with the business needs.

The working hours for this post will be:

8am-4.30pm Monday-Thursday and 8am-4pm Friday (with the flexibility to work outside of these hours, including evening and weekends on some occasions, to meet the demands of the business)

We are looking for an events focused candidate who is dynamic, engaged and pro active as you will be required to do the following efficiently:

- Provide a professional first point of a call to visitors, students and colleagues offering information and assistance as required via phone and email

- Assisting with preparing rooms for events including setting up IT equipment and ensuring the room meets customer requirements.

- Act as a point of contact and ambassador for the university during events, to ensure the smooth running of events.

- Assist with marketing and promotion of DMU Venues.

- Very competent and accurate in the use of Microsoft Office packages, including Word and Excel, To provide a professional first point of a call to visitors, students and colleagues, dealing with enquires in a timely manner, escalating where appropriate.

Communicate through clear verbal and written correspondence with DMU staff, external event organisers, external agencies and members of the public.

Use Microsoft Office applications to undertake multiple administrative tasks associated with the booking calendar.

Liaise with key internal departments such as Security, ITMS and Catering to assist with event booking arrangements.

Assist with preparing rooms for events including setting up IT equipment and ensuring the room meets customer requirements.

Act as a point of contact and ambassador for the university during events, assisting event organisers or escalating to a colleague where appropriate to ensure the smooth running of events.

Assist with marketing and promotion of DMU Venues.

Support the DMU Venues team with administrative tasks relating to the catering and vending contracts

The working hours for this post will be 8am-4.30pm Monday-Thursday and 8am-4pm Friday with the flexibility to work outside of these hours, including evening and weekends on some occasions, to meet the demands of the business.

Comply with Health and safety policies and procedures such that a safe working environment is maintained. Observe all other relevant university policies and procedures and maintain the quality standards required by the university.

Treat all DMU staff, students, contractors and visitors with dignity and respect. Provide a service that complies with the Equality Act 2010, eliminating unlawful discrimination, advancing equality of opportunity and fostering good relations with particular attention to the protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief (or none), sex and sexual orientation.

All members of staff are responsible for their contribution to improved environmental performance and in reducing greenhouse gas emissions at DMU. It is therefore required that all members of staff are aware of how the Environmental Policy relates to their own role at the University. Staff conduct must reflect the values inherent in the Environmental Policy and where required staff must cooperate with environmental compliance and conformance requirements to help minimise our emissions to air, water and land.

Educated to GCSE Level with grade C or above in Maths and English (Or equivalent qualification)

Previous Work Experience

Prior experience of working in events/bookings

Experience of working in a customer-facing role with commitment to providing service excellence

Experience of working in a busy and challenging office environment

Experience of the Higher Education sector

Specific Knowledge/Skills/Abilities/ Motivation/ Attitude Required

Proven ability to communicate clearly and concisely through a variety of methods Proven ability to produce accurate written and numerical data

Competent and accurate in the use of Microsoft Office packages, including Word and Excel

Proven ability to multitask and work to tight timescales

Excellent attention to detail

Self-motivated and proactive Strong team player

Proven ability to react flexibly and positively to changes in priorities and workload

Ability to remain calm and patient in pressured situations

Additional Requirements

Ability and willingness to work additional hours and out of hours including evenings and weekends on a regular basis

Unitemps, a campus-based recruitment agency owned by De Montfort University, is dedicated to assisting students, graduates, and local professionals in gaining valuable work experience and earning income.

There are several benefits to engaging with Unitemps at DMU:

Networking Opportunities: Through Unitemps, you may have the chance to work with various departments at the university and to engage with Leicestershire businesses. This can help you expand your network and establish connections that may be valuable for your future career.

Professional Development: Many positions available through Unitemps may offer opportunities for professional development and skill enhancement. You can learn new skills and gain valuable knowledge while on the job.

Career Progression: Some temporary positions may lead to permanent employment within the university, giving you a potential pathway for long-term career advancement.

Contribution to the University Community: By working with Unitemps at DMU, you become a part of the university community and can contribute to its success and growth., Unitemps is acting as an Employment Business, supplying temporary workers, in relation to this vacancy. Unitemps are based on the 1st floor of the DSU Campus Centre., Unitemps DMU operates a monthly payroll - Please refer to the candidate information hub for DMU Unitemps in relation to pay dates and further information - HERE