Administrator for University Campus Services

INTRODUCTION:

We have been advised that a potential vacancy will be arising in the next week or so as detailed below. Please apply to this vacancy advertised, should you wish to register your interest in this opportunity. Once the post is released we will then forward full details of the vacancy etc.

This post is based within one of the top Universities, reporting to the Campus Services Administration Manager.

This job will involve a lot of repetitive work but accuracy is essential and will require someone that can remain focused whilst multi tasking and meeting deadlines. Most of the time you will be coordinating hours / time-sheets and gathering the data onto excel spreadsheets, forwarding to HR / Payroll on a weekly basis.

You will need to demonstrate outstanding written and oral communication. Excellent organisational skills, minute taking, multi-tasking, team work, a high level of confidentiality, attention to detail and meeting tight deadlines are all key duties for this post. Extensive knowledge of Microsoft Office packages (Word, Excel, Power Point, Outlook) are also essential for this role. Experience in payroll processes would also be an advantage.

On occasion, you may also be asked to work beyond normal operating hours at events and off-site functions.

SALARY ETC:

£31,056 – £34,200+ excellent benefits package.

Hours are 9:00am to 5:00pm, Monday to Friday but there may be occasions when there are student events on for you to participate outside of these hours, which will be given back as time in Lieu

DUTIES TO INCLUDE:

Collate and submit timesheets for agency staff, making sure correct purchase order is used and top up order when required. Check invoices for any discrepancies and take appropriate action.

Collate Catering outlet timesheets for permanent, zero, term time, casual and agency staff and notify any discrepancies to appropriate manager. Copy data onto central spreadsheet and additionally record lieu time, leave and overtime. Monitor staff hours on a weekly basis to calculate holiday allowance. Produce timesheets for payment of hours for all non-permanent staff and monthly overtime hours for permanent staff and forward these for management authorisation prior to forwarding to Payroll. Keep accurate records of all timesheets submitted for the required length of time.

To control and maintain an inventory of equipment and assets for each Department within the Division. Responsible for ensuring that the relevant Senior Managers are alerted in good time to service needs and renewal dates.

General office administration duties including dealing with telephone enquiries, post, maintenance of filing systems and database records, typing letters, photocopying, ordering stationery and compiling and sending out information as required.

Schedule meetings, corresponding with internal and external attendees, booking rooms and refreshments, distributing papers and taking minutes as required, e.g. Sport Committee Meetings.

To update and maintain elements of the Campus Services website where required. This may involve updating telephone numbers, organisational charts and new offers for each operational area. This will be under the direction of the Departmental Manager.

To receive and respond to telephone and email enquiries including customer and general business enquiries and to analyse and initiate the appropriate follow-up action or the correct person to forward the enquiry to. Provide a courteous and highly professional standard of customer service.

To assist with the recruitment of staff and dealing with paperwork for casual staff and zero hour contract staff. Liaise with HR to ensure all legislation requirements are met and passport checks carried out.

Liaise with HR and Payroll where necessary, resolving pay and other basic staff issues.

Maintain staff database capturing new starters and leavers. Assist with updating staff training record cards and central database, telephone directory and Wardening team information.

To record staff annual leave, sickness, special leave and unpaid leave. Collate information on a central database, chasing managers where necessary to obtain up to date records. Distribute annual leave cards for new staff and prepare cards for new leave year, providing information on carried forward balances.

Assist with dealing with queries in the CS Admin email account.

Keep procedure notes on office duties to assist team members when covering staff absence.

Book rail tickets, taxis, flights making sure to obtain the best available price and raise purchase orders where necessary. Arrange parking spaces on campus as and when required.

To create documents such as reports and presentations for members of the Senior Management Team, as directed and prepare spreadsheets (e.g. collating financial information) for reporting and decision making purposes, using Excel.

Assist with financial administration including maintaining financial records, processing invoices and orders and arranging payments using ICIS and iProcurement. Dealing with any queries from Accounts Payable with invoices and orders and taking the appropriate action.

Assist with the administration of the College iCycle scheme, updating the website and liaising with HR and Pay Office.

To assist with arranging internal and external activities and events, including collating and recording relevant information/documentation as requested, to ensure activities/events are administered efficiently.

Organise and prioritise own work activities within established routines or procedures and subject to minimal supervision, to support the achievement of the objectives of the Campus Services Division.

REQUIREMENTS:

Be able & happy to carry out repetitive work in an accurate manner, meeting deadlines and multi-tasking.

Previous office administration experience in a similar role within a pressurised team

Ability to demonstrate appropriate knowledge and previous experience of office administration / payroll admin

Excellent communication skills, both written and verbal, in order to present and deliver information in an appropriate manner

Previous experience of the ability to communicate effectively with a variety of customers and colleagues

Be highly organised and able to multi task, with an eye for detail, accuracy and an ability to cope with tight deadlines

Excellent organisational and planning skills, in order to build and maintain systems and processes

Strong on initiative, making well balanced decisions when necessary

Excellent computer skills with experience in Microsoft Word, Excel, Power Point and Outlook

Be enthusiastic, self-motivated and an effective team player

A flexible approach to working