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Administrative Assistant/ Receptionist

Directorate of Technology, Estates and Facilities
22,662- 24,285 per year (reduced pro-rata for part time working)
Grade 3
Contract status
Hours of work
Full or part-time (see job details)
Based at
University of York campus
Interview date
12 October 2022
Posted Date
Apply by
Job Reference

Role Description

Directorate of Technology, Estates & Facilities - Customer Service and Administration

DTEF is responsible for ‘providing outstanding work, study, research facilities, and facilities to enhance the student experience, on campus and online’.

Our directorate consists of three sections which are:

Technology:  IT Infrastructure: Networks, Faculty IT and Security, Systems, Desktop and Print.  

Digital: Software, Projects, BA/change management.

Estates: Estates Operations: Asset Management, Policy & Assurance, Operations & Maintenance.

Estates Development: Estates Programmes, Projects, and DTEF Engagement.

Facilities: Campus Services: Facilities, Admin. & Customers, Accommodation & Room Bookings

Commercial Services: Retail, Catering, Conferences, Nursery, Copy & Print, York Sport, York Science Park Ltd & Guildhall.

We have a full time and a part time post available. These roles are part of the Administration Team team within Facilities and will report to the Administration Team Leader or the Helpdesk Team Leader.

We have one vacancy within our Information Centre and Heslington Hall Reception Team and the other is within our Facilities Helpdesk Team. However, it is envisaged that the role will evolve to be able to cover all Administration duties.


As our ideal candidate you will be someone who can remain calm under pressure and prioritise a variety of tasks whilst providing a welcoming and professional reception service.

Both roles are based on campus , however there is also some scope for hybrid working when appropriate. You will be a first point of contact either by telephone, email or in person providing a first class reception and administration service  to staff, students, and visitors.

You will possess strong written and verbal communication skills as you will need to communicate with people at all levels within the University community. In addition, you will be able to work independently and  as a strong team player who can demonstrate an “in it together” attitude supporting other team members and knowing when to ask for help.

Excellent IT skills are a must and in particular for for the Facilities Helpdesk role, as this team uses a variety of bespoke software packages, as well as  e-mail, spreadsheets and databases.

For the Information Centre and Heslington Hall Reception Team we are looking for someone with very strong customer service skills who can provide warm welcome to visitors as well as providing information and answering a variety of enquiries.

You should be someone who is committed to developing yourself and the services you provide.

The ability to work flexibly and provide support and cover for colleagues is essential.

Skills, Experience & Qualification needed

  • Ability to provide a welcoming and professional service face to face, over the telephone and via electronic communication methods
  • Excellent communication and interpersonal skills
  • Strong IT skills, including the use of Google applications and/or Microsoft Office
  • Able to provide a high quality administrative services
  • Able to work on own initiative and collaboratively as part of a team
  • Evidence of behaviours that uphold our Our Values

Interview date: 12 October 2022 

For informal enquiries: please contact

The University strives to be diverse and inclusive  – a place where we can ALL be ourselves.

We particularly encourage applications from people who identify as Black, Asian or from a Minority Ethnic background, who are underrepresented at the University. 

We offer family friendly, flexible working arrangements, with forums and inclusive facilities to support our staff. #EqualityatYork

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