Team Administrator - Oxford, United Kingdom - University of Oxford TSS

University of Oxford TSS

Verified Company

Oxford, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Web advert

Vacancy ID:4098
We are currently looking for an experienced Administrator to join a busy department based in the Oxford City Centre

Details are as follows:
The Temporary Worker will be a key member of the Capital Projects team. They will provide administrative support to the team.

To have general responsibility for the administrative support of the capital projects function within the Department and other departmental functions as directed.

To provide secretarial support to the Head of Capital Projects, as required - to include; preparation of general correspondence and dealing with telephone calls.

Key Working Relationships

The Temporary Worker will report to the Capital Projects Administrator and will work closely with the Head of Capital Projects, other members of the Capital Projects team, members of the Department and other University Departments at all levels.

Responsibilities

Provide full administrative and secretarial support to the Capital Projects Team.
Supporting and interfacing with the Head of Capital Projects, Capital Projects Administrator and other members of the team.
Assist, contribute and respond to the work of the Capital Projects Team to ensure that the Department's processes and requirements are met by the team.
In conjunction with the Space Management Team, filing, record keeping and archiving for all records, drawings and key documents associated with projects, including electronic records in a reliable and efficient manner. Responsibility for maintaining the audit trail.
Coordinating meetings, arranging venues and the collation and circulation of all documents including agendas and meeting minutes. Recording of accurate meeting notes when required.
A good understanding of work being undertaken by the department in order to prioritise managers' time including making calls on their behalf and dealing with enquiries.
To provide assistance in problem solving within the office and maintain a tidy and efficient workplace.
Provide a flexible approach and be prepared to take on additional responsibilities and work flexibility as required.
Assist in producing and maintaining a number of sources of information on the website and in publications in conjunction with the Communications Team and Web Administrator
Make administrative arrangements for training and events including room booking, catering, travel and accommodation arrangements for staff
Follow administrative procedures, assist in writing new office procedures and set up new office systems in conjunction with the Capital Projects Administrator
Undertake administrative tasks, as may be requested by the Head of Capital Projects and/or the Administration Manager, from time to time

Capital Projects Portfolio

To become familiar with the Capital Projects Portfolio management system. To provide support to the team in the use of the system and to ensure that project data on the system is accurate and up to date.

Legal

To support the team in the compilation of contract documentation
Person specification

Selection Criteria:

Essential:

Experience of acting in an administration post or similar, in a large and complex organisation
High standard of literacy and ability to draft correspondence, reports and briefings etc.
Ability to multi task and to organise and prioritise own and others work
Sound judgement and the ability to quickly acquire the knowledge necessary to support the Capital Projects Team.
Evidence of tact and discretion in dealing with extremely confidential or sensitive matters.
Flexible collaborative approach, selfmotivation and resilience
Excellent interpersonal skills and telephone manner.
Customer service skills able to deal effectively with a wide range of people whether within Estates Services and the University or outside organisations and to work as part of a team with customer service at its core

Desirable:

Experience of budget monitoring, report preparation and knowledge of Oracle financial or similar system.
Whilst not essential, experience of working in a construction professional office environment would be useful.
As a TSS worker you will accrue holiday on the hours you work at a rate that is equivalent to 38 days per year. Every time you submit a timesheet 17.1% of these hours will be added to your holiday account._

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.