Job Description

Music is Universal

It\xe2\x80\x99s the passionate and dedicated team at Universal Music who help make us the world\xe2\x80\x99s leading music company. From A&R to finance, legal to digital, sales to marketing, Universal Music is the place to grow and develop your career within a truly commercial and innovative business that leads in everything it does.

Everyone is welcome to apply for our roles, and we are determined to ensure that no applicant or employee receives less favourable treatment because of gender, race, disability, sexual orientation, religion, belief, age, marital status, background, pregnancy, or caring responsibilities. We also recognise the importance of diversity of thought within our teams and are fully committed to embracing the talents of people with autism, dyslexia, ADHD, and other forms of neurocognitive variation.

We will always seek to make appropriate adjustments to recruitment, workplaces, and work processes to be fully inclusive to people with different needs and working styles. If you need us to make any reasonable adjustments for you from application onwards, including alternatives to the online form or to disclose a neurocognitive condition, please email UniversalMusicCareers@umusic.com.

The A Side: A Day in The Life

The property services department looks after all building and facilities services of 4 Pancras Square.

The 4PS building is occupied by Universal Music Group and our mission is to deliver a dynamic and innovative service.

We deliver a 5-star service to staff and visitors alike, thinking in proactive and creative ways to drive value and service within a fun and creative environment.

The Switchboard & Admin Coordinator will receive all incoming calls from the switchboard and cover administrative tasks supporting the entire property services team.

Administrative responsibilities will include but will not be limited to:

• Booking space for meetings and events
• Sending the relevant paperwork for events to ensure all information is identified.
• Liaising with the hospitality team when catering is required.
• Liaising with the Health & Safety and Insurance teams when relevant to comply with H&S requirements
• Communicating with the AV, cleaning, security, engineering, and fabric teams on upcoming events
• Creating weekly events sheet so all relevant parties have knowledge of needs and adjust team levels
• Manage all subscriptions, standing orders, purchase orders for the department
• Write/Type minutes and share as and when needed
• Support the Postroom team with ordering stationery
• Support the H&S team managing DSE assessments
• Periodical review of systems and processes
• Ad-hoc report creation

You will also need to gain an excellent understanding of all other services to ensure cross-training and overall knowledge of the building and its services.

Sustainability is at the heart of what we do, and the property services team is committed to reducing our carbon footprint and always looking at ways to reduce our impact on the planet.

The B Side: Skills & Experience

Be Bold

• Strong problem-solving skills
• Excellent presentation and communication at all level
• Be comfortable within a fast-paced environment with the ability to multitask between switchboard and admin duties
• A determined individual who is solutions orientated

Be Excellent

• Have an innovative approach to customer services in touch with a strong knowledge of telephone systems and technology
• Set a structured work method and ensure all deadlines are met
• Attention to detail is key as the team will be assessed on the consistency of standards
• Go the extra mile

Be Strategic

• Being a strategic planner, identifying all requirements for a 5-star service
• Clearly understand and deliver the vision set for the department and know your customers

Be a Team

• Diplomacy and resilience under pressure, with proven ability to guide and support an operational team in a very demanding environment
• Enables a culture of open, informed decision making
• Strong ability to communicate with all different levels of stakeholders effectively

Person Specification

• Proven experience of office administration, reception, and switchboard services within a corporate environment
• Understand what it takes to implement a new service culture
• Exceptional written and verbal communication skills
• Strong presentation skills Ensures appropriate professional working standards are maintained.
• Strong negotiating skills and time management

Bonus Tracks: Your Benefits

• Group Personal Pension Scheme (between 3% and 9%)
• Private Medical Insurance
• 25 paid days of annual leave
• Interest Free Season Ticket Loan available
• Holiday Purchase scheme
• Dental and Travel Insurance options
• Cycle to Work Scheme
• Salary Sacrifice Cars
• Subsidised Gym Membership
• Employee Discounts (Reward Gateway)

Just So You Know\xe2\x80\xa6

The company presents this job description as a guide to the major areas and duties for which the jobholder is accountable. However, the business operates in an environment that demands change and the jobholder\'s specific responsibilities and activities will vary and develop. Therefore, the job description should be seen as indicative and not as a permanent, definitive and exhaustive statement.

Just So You Know\xe2\x80\xa6

The company presents this job description as a guide to the major areas and duties for which the jobholder is accountable. However, the business operates in an environment that demands change and the jobholder\'s specific responsibilities and activities will vary and develop. Therefore, the job description should be seen as indicative and not as a permanent, definitive, and exhaustive statement.

Job Category: Administrative

Universal Music