Operations Administrator - London, United Kingdom - University of Wales Trinity Saint David

University of Wales Trinity Saint David

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Operations Administrator (0.5 FTE)

Job Ref

51247

Location

London

Salary

£22,681 per annum plus a London Weighting Allowance of £4,000 per annum (PRO RATA)

ABOUT US
The Institute of Inner City Learning (IICL) is one of the University of Wales Trinity Saint David's four Institutes with campuses in Birmingham and London.

The IICL has multiple intakes per annum, delivers continuous learning, teaching and recruitment cycles and operates in an intensely competitive inner-city and multicultural HE environment.

The Institute currently has approx.

4,000 non residential students on Certificates of Higher Education, Honours degrees, Masters and Doctoral programmes, some of which are also taught at weekends.

THE ROLE
Please note the hours for this role will be across the weekend.

The post is concerned with the delivery of a front-facing support service and behind the scenes administrative support, playing an integral role in delivering an excellent customer and administrative service.

The post holder will be expected to work effectively and pro-actively without constant supervision.

An essential part of the role will be to support the Campus in its front of house and administrative needs.

In order to deliver an effective customer focused service, flexibility in terms of work, and team support will be vital.

The post holder will need to be focused on delivering high quality standards in service and will be expected to have sound knowledge of processes and procedures relating to the Campus' administration as well as a good working knowledge of the broader aims and objectives of the UWTSD.

The post holder will be responsible for recording, monitoring and following up of incoming requirements received in person, by phone or electronically and either deal with them or forward them on to the relevant persons.

The post holder will be expected to respond to routine enquiries and requests for information independently.

The post holder will further be responsible for a variety of administrative tasks appropriate to the grade including:
scheduling, completing basic financial functions, maintaining key external relationships with University suppliers, and coordinating orders, among others.

Main duties will include:

Maintaining effective and professional communication channels
Providing and maintaining an effective reception and/or helpdesk service for all clients
Providing and maintaining an effective switchboard operation at all times
Being responsible for maintaining operational documentation accurately
Undertaking Event, Conference and Room Booking administration and support, including the issuing of function sheets
Arranging, servicing and supporting internal and external meetings including coordination of information and diaries
Meeting and greeting contractors and internal and external customers for daytoday business and functions
Processing incoming and outgoing mail / deliveries
Providing administrative support, car parking availability and general site information
Being responsible for sending mail shots and other marketing materials as required
Providing support as required for the finance function such as purchase orders, processing / matching supplier invoices, raising internal / external invoices, quotations for approval by nominated individuals and analysing figures
Setting up forms for seeking feedback and administration of feedback from conference attendees, students, staff etc.
Undertaking day to day administration including updating access cards, mail franking and general filing
Undertaking departmental administration including the recording of absences, leave, time in lieu, training/personal development activities, timesheets, and rota administration
Undertaking activities relating to operating the Building Management System as well as Quantarc or equivalent
Taking measures to ensure cleanliness and safety are maintained at all times in your working area and communal university spaces
Adopting and sustaining a professional image, positively promoting the University at all times
Wearing the correct uniform at all times
Understanding and appreciating multicultural aspects of all stakeholders in all communications and interactions
Communicating effectively and professionally in both formal and informal situations with colleagues at all levels within the University, with students and where applicable their parents/guardians/close relations
Responding promptly to routine enquiries and requests for information, ensuring that a positive campus and corporate image is created and maintained at all times
Understanding and convey information in a clear and accurate manner
Undertaking any other tasks which may be assigned from time to time from Senior Managers including administrative support to operations departments where needed
Ensuring appropriate referral to senior team members of issues and incidents

Please view the Job