We are recruiting for an admin assistant to assist the Soft FM Team with administration tasks, to help facilitate the delivery of a high quality customer focused service. The role is located at the Colchester Campus and the post holder is not expected to travel to other campuses.
The duties of the post include:
Respond to queries by email, telephone and face to face in an appropriate and timely manner, forwarding queries and complaints and liaising with the appropriate manager as required.
Undertake administrative duties which contribute to the support of the operational team including filing, archiving, data input, producing correspondence, updating webpages and assisting with recruitment administration.
Liaise with the Student Services Hub and the Estates Helpdesk as required, to ensure information is up to date and accurate.
Utilise electronic systems to report faults, repairs and occurrence requests. Update reports and information as necessary.
Raise purchase orders, arrange deliveries, process invoices and arrange departmental transfers.
Update stock and inventory records when new equipment is purchased or disposed of, in conjunction with the Training and Compliance Manager.
Ensure stocks of stationery are adequate and submit order requests as required.
Complete requests for printing and photocopying and maintain appropriate records.
Provide all administration for meetings including booking rooms, catering and travel, preparing agendas and minute taking.
Prepare keys, key cards and fobs for students, staff and conference guests. Issue and receive keys and key cards and ensure charges are raised for replacement keys. Liaise with relevant departments to check entitlement to keys before issue and ensure keys are returned. Replace cards and fobs that have been issued out of hours by Patrol Officers.
Produce weekly water reports for legionella testing.
Prepare documentation required for fire alarm and fire equipment checks.
Prepare documentation required for door battery checks.
Liaise with Security, Residents' Life and Student Disciplinary staff as required regarding security / occurrence reports.
Assist in collating linen totals and liaise with laundry contractor during conference season.
Organise mail for the Caretakers to deliver.
Allocate mobile telephones for temporary summer staff.
Ensure contact list in staff mobile telephones is updated as required.
Administer systems for recording annual leave, toil and other absences, ensuring they are up to date and accurate.
Print induction packs and other training materials as required.
Produce clock cards for temporary staff.
Attend work as required on University key events that take place during a weekend, such as Arrivals Day, Open Days.
Any other duties that may be assigned from time to time by the Deputy Director (Services) or their nominee.
Experience required -
Ideally 1 year in an admin or data entry role.
GCSE to grace C in English and Mathematics
Experience working in facilities Managament