Administrative Assistant (20464-1021)

Vacancy Type/Job category
Clerical
Department
Estates Office
Sub Department
FR&A, Admin
Salary
£20,092 - £22,254 per annum
Location
Wellesbourne Campus, CV35 9EF
Vacancy Overview
Permanent, full time position. 36.5 hours per week.
Applications for job share will be considered, subject to filling the full fte.
Our diverse and busy Estates Office is passionate about realising the University’s vision of creating world class teaching and learning environments and has ambitious plans to open a new academic building on campus every year until 2023. To do this, we need ambitious, passionate individuals to provide a superior administrative support – as a team we provide support across all teams in Estates, such as The Capital Programme team, responsible for all the building and refurbishing on our sites, as well as teams responsible for Maintenance, Cleaning, Energy and Sustainability, H&S and Compliance, Assets and Information, Facilities, and Accommodation to name but a few.
We have a vacancy for an Administrative Assistant to join our team. If you have a flexible approach to your work and are committed to providing high quality administrative support, then this could be the job for you. You would be based within one section on a day-to-day basis; however, you would report to the Assistant Office Administration Manager to ensure consistency of both delivery of service and interpretation of processes across the department, meaning you may be required to work in other sections from time to time.
In this role you would play a key part in helping the University to deliver high quality customer service levels to staff and students. This will involve acting as the first point of contact for a range of enquiries, and also providing administrative support and maintaining accurate records, including HR records, for your section. You will be dealing with a wide range of people every day, and no two days will be the same.
In making these appointments the Assistant Office Administration Manager is seeking administrators who, among other qualities, can demonstrate:
• Experience of delivering excellent customer service through effective team working and the ability to work effectively in a matrix organisational context.
• Evidence of well-developed administration skills and a high level of IT literacy (including experience of maintaining electronic records on a management information system), along with the ability to work with a high degree of accuracy and attention to detail.
• Flexibility to be involved in a number of operational support activities at the same time, and to be able to adapt to a changing working environment.
• Excellent organisation and problem-solving abilities in order to achieve deadlines when faced with conflicting demands.
• Experience, ideally, of providing administrative support within a busy technical environment.
• Excellent written and verbal communication skills through a range of relevant media (e.g. face to face, email, and telephone), along with the ability to form strong working relationships with colleagues across the Estates department and the rest of the University.
This is an excellent opportunity to progress your career with a dynamic and innovative organisation, and to contribute to the overall customer and student experience at the University. Enquiries in the strictest confidence can be directed to Michelle Harrison, Assistant Office Administration Manager, by email [email protected]
Please note: Whilst the post is based at our Wellesbourne site, there will still be a requirement for occasional travel to the main University of Warwick Campus.
Interview Date: 24 November 2021.
Job Description
JOB PURPOSE:
To provide high quality and timely administrative support to relevant stakeholders across various sections within the Estates Office. The post-holder will be based within one section on a day-to-day basis, but report to the Assistant Office Administration Manager to ensure consistency of delivery of service and interpretation of processes.
DUTIES & RESPONSIBILITIES:
1. Provide day-to-day administrative duties, including dealing with telephone queries, arranging meetings, filing records, taking minutes, diary management and cover for reception at Argent Court. Also assisting the Senior Administrative Assistant in managing the uniform requirements.
2. Use the Opera (e procurement) system to generate purchase requisitions in priority order and a timely manner, and ensure goods are receipted in a timely manner.
3. Identify requests that require urgent or emergency action and contact the necessary people quickly, for example, trade supervisors, Campus Cleaning Services Manager or contractors.
4. Liaise with the appropriate, pre-qualified contractors to arrange attendance on the Campus to complete works whilst ensuring that all relevant stakeholders are informed of attendance.
5. Assist in ensuring that HR related matters are completed within the section, including but not limited to the following:
a. Assist in keeping personnel files up-to-date, including ensuring accurate holiday/sickness records are maintained and accurate returns are provided to HR. Ensuring all records are maintained and returned to HR in a confidential manner.
b. Dealing with queries from staff regarding leave entitlements and leave taken.
c. Assist in ensuring the completion of all necessary paperwork to ensure the University procedures are met in a timely manner for the appointment of new staff, for example using SharePoint.
d. Ensuring return to work appointments are made between section managers and relevant members of staff.
e. Assist in maintaining accurate training and contact records for individual members of staff
f. Assist with any recruitment needed.
g. Assist in organising induction programs for new starters with the section
h. Dealing with queries from staff regarding conditions of employment, for example assisting staff that do not have access to a PC to locate information on the University web site or providing hard copy information.
6. Word processing of various formal documents including tender documentation, technical specifications, minutes of meetings, financial summary data, formal committee paper preparation
7. Use proprietary electronic databases such as Quantarc – Quemis (helpdesk), Concerto, Access to update information and records; generate new records as requested by others; enter feedback on the records into the system; provide customer feedback as required in response to queries with respect to the system and generate reports as requested by the use of other software such as Excel
8. Help desk support, to provide holiday cover as required for the Estates Help desk, providing a customer facing service ensuring high level customer service, receiving the work request with enough technical information for the technical staff to understand the problem, processing the request in Quemis, providing the customer with the work request number and passing the work via the asbestos process before issuing the request to technical staff
9. Any other duties as required in keeping with the level of the post.
This list is not exhaustive and will be reviewed periodically when adjustments may be made.

Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.

Essential Criteria 1
Educated to GCSE level standard including English and maths or equivalent (a)
Essential Criteria 2
Experience of working in an administrative environment, dealing with queries (a,c)
Essential Criteria 3
Strong administration and organisation skills (a,c)
Essential Criteria 4
Proficient IT skills including word processing, databases, spread sheets and presentation software (a,c)
Essential Criteria 5
Excellent customer care and customer focused skills (a,c)
Essential Criteria 6
Ability to work on own initiative as well as in a flexible team environment (a,c)
Essential Criteria 7
Experience of maintaining electronic records on a management information system (a,c)
Essential Criteria 8
Ability to work under pressure and to deadlines (a,c)
Essential Criteria 9
Ability to work with a high degree of accuracy, and with attention to detail and confidentiality (a,c)
Essential Criteria 10
Excellent written and verbal communication skills through a range of relevant media (e.g. face to face, email, or telephone) (a,c)
Desirable Criteria 1
Customer Service NVQ Level II or a business qualification at a similar level or commensurate experience at this level (a)
Further Particulars
For further information about the University of Warwick, please read our University Further Particulars .
For further information about the department, please visit the departmental website .
Right to work in the UK
If you do not yet have the right to work in the UK and/or are seeking sponsorship for a Skilled Worker visa in the UK points-based immigration system please click on this link which contains further information about obtaining right to work in the UK and details about eligibility for sponsorship for a Skilled Worker Visa.
The University of Warwick provides an inclusive working and learning environment, recognising and respecting every individual’s differences. We welcome applications from individuals who identify with any of the protected characteristics defined by the Equality Act 2010.

Recruitment of Ex-Offenders Policy

As an organisation using the (DBS) Disclosure and Barring Service to assess applicants’ suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University’s Vacancy pages and applicants may request a copy of the DBS Code of Practice.

Closing Date
7 Nov 2021