Administration Officer - Newcastle upon Tyne, United Kingdom - Newcastle University

Newcastle University
Newcastle University
Verified Company
Newcastle upon Tyne, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

Salary:
£23,149 with progression to £24,715 per annum

Newcastle University is a great place to work, with excellent benefits.

We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.


Closing Date: 23 July 2023

The Role


It's an exciting time to be joining Accommodation Services, with plans to redevelop one of our largest residences already underway.

We're in the early stages of designing what we'd like our new student village to feel and look like so that we can future-proof our residences to meet the changing needs of both current and future students.


Accommodation Services provide a home to over 5,000 students living within both our own portfolio and within our nominated private providers.

Our dedicated teams across the service provide support and signposting on a wide variety of issues, including guidance on living with others, wellbeing, student engagement and much more.


Following a review of administrative support within our Business Support Team, we have several new posts we're looking to recruit to.

The roles are varied and you will be supporting both colleagues from all strands of the business as well as prospective/current students with enquiries.


The posts will be based within the central Admin Team, however elements of the role could mean that you work with colleagues on site across our campus, giving you an opportunity to really get to know both our colleagues and business.

We are currently working with a hybrid model of on campus and home working.

During your initial training period of 3-6 months, you will need to spend more time with colleagues on site to support your learning.

You will develop a wide ranging, comprehensive understanding of Accommodation Services which will allow you to resolve diverse enquiries.

To be highly successful in this role you will be able to show initiative, flexibility and discretion in your work.

Key Accountabilities
Support the updating of databases/student records, processing withdrawals/suspensions requesting refunds to customers where appropriate, chasing expired accommodation offers, assisting with room transfer requests, performing system checks and processing daily, weekly and ad-hoc reporting
Manage the Staff/Visitor accommodation booking system - processing daily enquiries, replying to queries, liaising with residences colleagues and the finance team, allocating rooms, booking amends upon request and in line with procedure and requesting refunds where appropriate
Manage Accommodation Services sickness absence process, providing support and guidance to line managers
Support line managers with recruitment, through administration of the E-Recruitment process e.g., placing vacancy adverts, arranging interviews, sending appropriate letters, requesting references as required
Supporting the Admin Team Leader and Assistant Manager with Summer Business opportunities to grow occupancy/income by - responding to enquiries, liaising with the residences team and internal customers from across the University including Student Recruitment and Academic schools/faculties, allocating in excess of over 1,200 bedrooms to students attending summer schools
Manage the booking process for van hire and driver availability. Ensure vehicles are taxed and have their MOT and driver's documents checked
Using the SharePoint booking system, manage the appointment service offered by Allocations Officers
Use the University's systems (SAP, P2P, web reqs) as and when required. Responding to queries relating to goods and services purchased
Support Accommodation Services in their cyclical events and activities e.g., Open Days, Intake and Allocations and Arrival Slot Helplines, some of which occur on non-standard working days
Fully support the Service's commitment to training by participating in courses and/or events to develop personal skill levels and knowledge to perform duties of the post

The Person

Knowledge, Skills and Experience
Administrative experience in a similar environment and a commitment to deliver excellent customer service
Strong organisational skills with the ability to prioritise own workload and conflicting priorities
Able to work effectively as a member of the team and develop working relationships with colleagues and stakeholders
Excellent IT skills with experience of using a range of software and proficient in working with computer databases
Excellent communication skills both written and verbal and strong interpersonal skills
Ability to work to deadlines quickly and accurately, paying attention to detail
Capable of observing confidentiality and acting professionally
Must be available to work overtime at keys times to meet the needs of the business and there may be periods in which holidays are restricted

Attributes and Behaviours
Planning and Organising
Works in a planned and structured way
Sets own priorities in conjunction with team
Ens
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