Office Admin Assistant - Oxford, United Kingdom - University of Oxford TSS

University of Oxford TSS

Verified Company

Oxford, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Web advert

Vacancy ID We are currently recruiting for a temporary Office Admin Assistant to work on site at one of our centrally based departments starting ASAP for approx 8 weeks working 36.5 hrs p/w paying between £16.

49 p/h
Duties:

General Administration

Function as first point of contact in the office for students, staff, and visitors for nonacademic related matters. Respond to general enquiries in line with University, College, and external regulations as appropriate.
Assist in producing and maintaining multiple sources of information, including relevant pages on the website and in publications.
Follow administrative procedures and office systems.
Organise mailings for newsletters and maintain mailing lists.
Compile agendas and draft minutes for team meetings and relevant college committees.
Collate and circulate appropriate data. Create and maintain spreadsheets and other data tables.
Supporting the Bursar in coordinating and making responses to Freedom of information requests, and requests for personal information under the Data Protection Act.

Student Accommodation

Provide support in the colleges accommodation operations ensuring that appropriate policies and procedures are followed and liaising with the relevant operation heads
Provide advice and guidance to prospective and existing students covering the college's accommodation including accommodation options, allocations, and contracts.
Managing room availability and allocations throughout the year, including maintaining a waiting list, logging arrivals and departures and managing the maintenance log.
Coordinating the college parttime accommodation allocation and turnover throughout the year.
Monitoring rental accounts and following up on accounts entering arrears to ensure that accounts are up to date and referring to the college accountant any arrears of concern.
Ensuring the college is compliance with the student code, and records are kept in line with the student code, including coordinating on Audits etc.
Preparation and dissemination of accommodation reports including occupancy rates and maintenance logs.
Liaising with the maintenance and cleaning contractors to ensure that the property remains and clean and safe environment for all residents.
Overseeing all applicable Health and Safety policies and procedures which relate to the College's accommodation.

Finance Administration

Processing invoices on the Oracle Finance system.
Preparation of accommodation invoices including rent, cleaning and charges associated with the college accommodation.
Generating purchase requisitions on behalf of the college.
Following up on unpaid accounts ensure that these are settled in a timely manner
Person specification

Essential Criteria

Experience of managing administrative processes and reception or customer facing work.
Ability to organise events and make administrative arrangements.
Awareness of Data protection and information security guidelines, and appropriate discretion when dealing with confidential information.
Strong IT Skills especially with Microsoft Excel and Word

The Temporary Staffing Service supports University of Oxford departments and affiliated colleges with the recruitment of temporary admin and clerical staff.

Personal information provided to the University of Oxford is held in accordance with the provisions of the GDPR and related UK data protection legislation.

TSS workers accrue holiday pay that is equivalent to 38 days per year, this means you accrue a whopping 17.1% in holiday pay for the hours that you work for us._

The Temporary Staffing Service supports University of Oxford departments and affiliated colleges with the recruitment of temporary admin and clerical staff.

Personal information provided to the University of Oxford is held in accordance with the provisions of the GDPR and related UK data protection legislation.