Aura Innovation Administrative Assistant

Base – Aura Innovation Centre, Bridgehead Business Park, Hessle

Part Time (Monday’s) 9 hours per week

Background and Context:

Are you an organised and proactive individual with a passion for delivering high-quality customer service? Join the team at the University of Hull’s Aura Innovation Centre (AIC) and support a busy conferencing and events environment of external events, in addition supporting research and development that drives low-carbon innovation and industry collaboration. This is a hands-on, customer facing role, you will be responsible for aspects of business support, administration, front of house reception duties encompassing the AIC site to ensure we continue to offer an outstanding venue experience for a wide range of predominantly external stakeholders.

Person Specification:

We are looking for an adaptable, creative and highly organised individual with excellent communication skills and the ability to work effectively with a diverse range of stakeholders. The post holder will have demonstrable experience in developing relationships, providing a professional and welcoming first impression to the AIC. A collaborative team player with a dedication for delivering high-quality service.

To be successful the role will include delivery in the following areas:

Support to Front of House Reception and Facilities:

A key part of this role is to ensure that visitors to the AIC receive a positive experience that sets the expectation for what visitors can expect when visiting the Centre. Specific duties and responsibilities include:

• Provide a warm and professional welcome, supporting with the sign-in process and making visitors aware of on-site health and safety requirements.
• Induct and orientate visitors into the building to provide an encompassing overview of the facilities.
• Support the Facilities Coordinator with ensuring the front of house reception area is always staffed during AIC opening hours.
• Liaise with visitors, deliveries, university colleagues and businesses who utilise space within the AIC.
• Answer telephone calls and emails to the AIC mailboxes.
• Support operating procedures and systems, including making full use of the Sign in App to ensure that visitors to the building are monitored effectively.
• Ensure that the CRM system is used as the central data hub for all activity and that all interaction is recorded, ensuring up-to-date records adhere to GDPR and other legislative requirements.
• Organise own workload in line with AIC priorities.
• Support and maintain effective administrative systems, including filing both electronic and hard copies of essential documentation, archiving and other office systems for the broader AIC team.

Support to Meeting and Events:

• Support with meeting and events including directing visitors, assist with set up and clearing of meeting rooms according to client requirements. This involves manual handling, including loading, unloading dishwashers, and assisting car parking.
• Support facilitation of refreshments on the day according to client requirements, including occasional food handling in line with safe hygiene practices.
• Develop a working knowledge of the AV system installed within the AIC to support troubleshooting issues.
• Regularly communicate with meeting and event hosts to maintain impeccable customer service.

The post will require the postholder to work Monday’s 8am – 6pm (9 hours per week), with occasional out of hours to be agreed and arranged in advance. There may be ad-hoc event/holiday cover required. Please note that the salary stated is the full time equivalent for working 36.5 hours per week.

For an informal discussion about the role, please contact Kerry Gardner, Facilities Coordinator, Kerry.Gardner@hull.ac.uk

Advert information