Residences Receptionist

Job Description

Job purpose

To provide the first point of contact to all residents, staff, contractors and visitors presenting to Reception, providing information and advice and co-ordinating/troubleshooting of minor/routine operational problems.

To provide an effective, professional and efficient reception/administrative service for the Residential Support Service. Responsible for delivering a high level of reception/support services to all users at QMUL.

Main duties and responsibilities

• To provide a first point of contact for all customers presenting to reception in France House

• To respond to telephone queries and emails promptly and promote a positive image of QMUL

• To receive and deal with initial all enquires and to refer to appropriate members of staff when enquiry cannot be dealt with directly

• To assist with the issue and receipt of keys and access cards

• To assist in monitoring fire alarms, and door alarms and liaise with QMUL security staff as appropriate

• To report requests following departmental procedures. To input details of request to a computerised system and check the progress of requests when required

• To ensure that efficient filing and communication systems are maintained. To ensure all relevant administrative and computerised records are kept in good order

• To receive and check incoming goods and direct deliveries to the appropriate storage areas

• To report to the Security Manager during office closure periods any emergencies that require immediate attention

 To assist in the familiarisation of new staff in the general campus and all reception duties

• To support the team of Residential Assistants who are full-time registered students at QMUL

• To assist new residents in adjusting to their environment.

• To attend meetings regularly as required.

• To support the summer operation as required

• To assist with University Open Days and departmental show rounds throughout the year; this will involve supervising groups

• To assist with Moving in Weekends and Moving out Weekends in September and June plus Pre-Sessional arrivals in the summer and Associate arrivals in January.

• Coordinate initiatives and campaigns which will involve being actively involved in sending out communications to residents and guests and keeping accurate records.

• To assist with checking rooms and communal areas when required and ensuring all records for room checks are kept up to date

• To take an active role in providing a positive image for both the Estates and Facilities department and QMUL to both internal and external customers and colleagues. This will necessitate a commitment to a high standard of service delivery, excellent customer care skills and the ability to communicate effectively with individuals and groups at all levels.

• To be aware of the Investors in People Standard and Hospitality Assured Standard and to positively promote these. This will involve the individual actively participating in training and development at individual, team and department levels.

• To comply with all policies and procedures stipulated by the Estates and Facilities Directorate and QMUL.

• To ensure compliance with the University’s financial and audit regulations governing the ordering, receipt, control and security of all supplies, equipment and materials connected with the service as required.

• To undertake any other duties which are in line with the level of duties and responsibilities of the post.




  • Experience of working in a customer-focused environment

  • Familiarity with administrative/clerical work and processes

  • Experience of dealing with customers and customer complaints

  • Awareness of problems associated with student housing (Desirable)

  • Awareness of Equal Opportunities legislation and its importance in effective communications.

  • Experience of working in the hospitality/service industry, (Desirable)


  • Strong interpersonal skills and a professional presence

  • Good customer care skills

  • Computer literate including Word, Excel and e-mail

  • Excellent written and verbal communication skills

  • Ability to work independently with minimum supervision

  • Ability to deal with conflict situations with discretion and sensitivity


  • A flexible attitude to working hours will be required, including working beyond the normal working times during busy periods (Summer, Move in and Move out etc where time off in lieu will be given). This role requires weekend working, with regular shifts Saturdays and Mondays 1-9pm. 

  • *The ability to meet UK ‘right to work’ requirements.


Ideal role for a recent Grad with an understanding (personal and/or professional) of students searching for and applying for jobs. Initially a 6-7 month contract with the possibility of extension.

The Careers Administrative Assistant provides administrative support to the in-house recruitment agency. This includes guidance for students how to complete registration,  compliance checks, scheduling interviews, and carrying out reporting tasks. In addition to managing the shared inbox there will also be administration involved with student correspondence, marketing and database management.

• Manage shared inboxes and provide appropriate and accurate information to a range of stakeholders such as students, staff, businesses/external organisations or signpost where relevant.

• Manage team and shared diaries

• Be the first point of contact for students and external candidates.

• Administer the registration of new candidates including ensuring they are legally compliant and have the right-to-work in the UK and monitor timesheets where necessary.

• Schedule interviews with participants in a timely manner and communicate outcome of applications to students. 



Ideally a degree holder

Good level of general education


Office administrative tasks and MS packages

Knowledge of Client Relationship Management sytems (CRM) or simiar database

Experience of a recruitment related role - Ideal

Multi-tasking and time management skills

Excellent communication skills

Demonstrable skills in diplomacy and resilience



This is a fantastic opportunity to work on Queen Mary Academy’s new educational research and development project on: 

•    Exploring awarding and continuation gaps with undergraduate Black students 


We are recruiting one student researcher for a 15-hour contract. 

The aim of this research is to identify and understand Black students’ perspectives on barriers and facilitators to their academic excellence at QMUL. Equality, Diversity and Inclusion Key Performance Indicators shows the largest awarding gap and continuation gaps are experienced by Black students, and this project goal is to inform how Queen Mary Academy and/or other QMUL institutions can support this student population to perform better. You will work with the Queen Mary Academy and be supervised by professional members of staff at the University. 


You will be expected to work collaboratively to help run small focus groups, and present and analyse data.  Findings will be shared internally and externally through publication and presentations. 


This position is assigned 15 hours. Successful candidates will be expected to complete these hours between May 2024 and June 2024. This role will be paying £13.99 per hour plus holiday pay to the successful candidates. 

We would particularly welcome applications from student who self-identifies as Black / African / Caribbean / Black British/ or any other Black / African / Caribbean background.



•    Assist in literature reviews to gather relevant information and background for projects. 

•    Participate in the design and implementation of focus groups

•    Collaborate with project lead to conduct data analysis 

•    Contribute to the preparation of research reports, presentations, and other final outputs. 


Current enrolment as a Queen Mary student and demonstrable experience of engaging with Black communities



  • Current enrolment as a Queen Mary student and demonstrable experience of engaging with Black communities

  • Ability to work independently as well as collaboratively within a team 

  • Effective communication skills, both written and verbal

  • Excellent organizational skills 

  • Comfortable using common software tools, such as Microsoft Office 

  • Enthusiasm for learning and willingness to take on new challenges 


  • Experience of collating and analysing both quantitative and qualitative data

  • Experience of running focus groups

Interested candidates should submit their CV and a short cover letter to QTEMPS. Applications will be accepted until midnight BST 22 April 2024. Online interviews will be scheduled for early May.

This position is well-suited for a student aspiring to a career in data analytics, a field which offers many job opportunities and diverse potential career trajectories. Applicants should currently be studying or have recently completed a degree involving substantial quantitative data analysis. The role sits in a systems and data cluster within the student recruitment, outreach and widening participation function of Queen Mary University of London. The team is responsible for marketing of the profile of Queen Mary University of London and its educational programmes, and the attraction and recruitment of students from the UK, EU and Overseas.


Job purpose

  • To provide market research and data insights which deliver actionable results for informing marketing activities, new programme development, effective recruitment and conversion

  • To support with development of surveys, including idea generation, implementation, analysis and dissemination of intelligence

  • To support with the management of Power BI and other data reporting systems

  • To support the CRM team with detailed reporting and anaylsis on customer journeys and campaign performance

  • To produce impactful analysis on product development insights to inform market decisions at School and Faculty level


Main duties and responsibilities


  • Have a good knowledge of data sources to understand the internal and external recruitment picture and proactively use this to inform future activities

  • Maintain an understanding of data sources available to support student recruitment  and marketing initiatives



  • Provide creative solutions in meeting challenges across areas of work 

  • Provide creative solutions in devising different methodologies to solving complex research problems



  • Deliver high impact research and analysis outputs using data analysis techniques, data mining, manipulation and reporting

  • Coordinate and deliver primary, secondary, quantitative and qualitative research projects as directed by the Business Analytics Manager

  • Support the Faculty Marketing Managers in producing curriculum development analysis using a range of sources including but not limited to HESA data and UCAS media.

  • Working across different systems, collate and analyse data to provide strategic insights and actionable outputs

  • Support the maintenance of the CRM, HEAT and other relevant student recruitment databases

  • Support data collation, quality assurance and other related practices in delivering evaluation reports and outcomes



  • Coordinate impact reports for student recruitment activities as directed by the Business Analytics Manager and other managers in the team

  • Collaborate with marketing and student recruitment professionals to understand how outputs of the team can best inform activities

  • Support quality assurance activities and projects to ensure data integrity is of the highest standards across all systems used in the team


Other duties and responsibilities

  • Support the delivery of Queen Mary’s major external events, including Graduations and Open Days. This may require out of hours working for which your time will be compensated as per your contract.

  • Act as an ambassador for the University’s brand (both verbal and visual identity), championing its use across the institution as well as your own area of work.

  • Keep abreast of GDPR, CMA, ASA and other relevant legislative requirements for area of work, ensure this knowledge is translated into the work carried out.



Studying towards or already completed a degree in a subject involving substantial quantitative data analysis


  • Ability to manipulate and analyse complex data (quantitative and qualitative), present trends and communicate findings in user-friendly reports and presentations

  • Experience of designing surveys for target audiences and conducting focus groups (or aptitude to develop the skills on the job)

  • Proficient use of statistics packages, such as SPSS, databases like MOSAIC/ACORN and other geo-demographic packages

  • Excellent IT skills including spreadsheets, email, word processing, form building, databases and CRM systems

  • Proactive attitude and ability to problem solve in team environment for achievement of collective goals

  • Ability to work accurately under pressure, prioritising varied tasks in order to meet deadlines