university of glasgow

th
Qualified applicants are invited to submit their resume by 4:00 pm, Friday, February 20 ,
2015 to the undersigned- Les candidats qualifiés sont invités à soumettre leur curriculum vitæ
avant 16 h 00, le vendredi 20 fevrier 2015, à:
:
Courriel /Email: [email protected]
Quote « Bulletin No. 2015-05 » in subject line / Veuillez citer « Bulletin No. 2015-05 » dans la
ligne du sujet
-A satisfactory criminal background check will be required as a condition of employment-Conformément aux exigences législatives, une vérification satisfaisante des antécédents
criminels est une condition d’emploi-.
JOB DESCRIPTION
JOB TITLE
Receptionist
EFFECTIVE DATE
September 2012
SALARY GRADE
Band 1
GENERAL PURPOSE
[Description of the purpose of the position, why does it exist what are key
responsibilities?]
Under the supervision of the Supervisor, Client Support Services, and as an employee of the
DNSSAB is responsible for providing administrative support services and clerical reception
support to customer service counter and switchboard..
As first point of contact, the Receptionist is responsible for greeting and directing client,
agency, community partner and general public inquiries in person or by telephone in both
official languages in a welcoming, effective and efficient manner for all DNSSAB programs.
Contributes to the support of general clerical functions as directed within client services.
This position requires a general knowledge of all DNSSAB programs and services, policy
and procedures, community resources and a variety of computer programs and software.
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KEY ACTIVITIES
[Name and list under each the key activities of the position and percentage
estimate of time for each section]
Performs reception duties and supports the delivery of programs within
Integrated Services by:
50%
1. Greets and directs general public, community partners, customers and
responds to general inquiries in person and through switchboard;
2. Referring to appropriate Social Services staff and other service providers
for more complex inquiries or urgent matters;
3. Receiving and processing client reporting documents as directed and
updating case notes and files;
4. Providing general office support as directed. (i.e. letters, mail-outs,
scanning etc.)
5. Verifying documentation for discrepancies and errors and referring these to
appropriate staff;
6. Responsible for directing calls, appointments and inquiries to the
appropriate program staff.
7. Preparing necessary letters, memos, forms and reports as required;
8. Assisting with 3rd party checks.
Performs clerical support duties by:
40%
1. Photocopying, scanning, faxing, emailing and distributing necessary
documents electronically;
2. Performing emergency alarm checks to ensure panic alarms are
functioning;
3. Scanning and managing incoming documents and storing electronically as
directed.
4. Receiving and sorting incoming mail in preparation for delivery to all
departments.
5. Providing duplicate T5’s as requested by clients.
Contributes to the maintenance of equipment and adequate levels of
office supplies by:
1. Assisting with the maintenance and upkeep of office automation equipment
2. Assisting with the development of purchase requisitions for supplies and
equipment.
3. Other office support as required including filing support, chequing support
etc.
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10%
QUALIFICATIONS
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Office Administration Certificate or equivalent or an acceptable combination of
education and experience;
One (1) year previous experience in an office administration/customer service
environment, preferably related to Human Services;
General knowledge of all programs related to DNSSAB;
Good working knowledge of technology programs within DNSSAB;
General knowledge of the full range of community resources;
Proficiency in desktop applications including working knowledge of Microsoft Office
applications;
Excellent customer service skills and ability to effectively and efficiently provide service
to customers of DNSSAB;
Ability to communicate effectively and tactfully in both official languages oral and
written;
Ability to recognize and diffuse difficult situations;
Ability to work in a stressful, fast-paced Team environment and recognize emergency
situations;
Minimum of 40 wpm (keyboarding skills);
Demonstrated respect of confidentiality;
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