Campus Operations Administrator

To act as personal assistant to the Head of Campus Operations Health Faculties and provide administrative services to the Guys Campus Operations team. 

To provide day to day operational and support of the Guys campus office including administration of the purchasing system and staff record keeping.

Support the team to co-ordinate and plan the PPM and reactive work through the Planon CAFM system, the management of health and safety, compliance, helpdesk and financial processes for the financial / budget year / cycle

To lead and co-ordinate the delivery of one or more of the following Facilities Management Services to meet the requirements of the College timetable with regard to the needs of college staff, students and King’s Venues’ clients:

This is a full-time and permanent  post 

• To plan and co-ordinate the day to day administration of the Guys Campus Operations team. 
• To support and act as the personal assistant to the Head of Campus Operations Health Faculties and provide administrative services to the Guys Campus Operations team.
• Maintain all records necessary for accurate financial planning and profiling
• Maintain staff records such as training, leave, absence through sickness and other causes and any           other records deemed necessary.  
• Maintain the Campus Business Continuity Plan.
• Act as or work with the Office Sustainability Champion in initiating, promoting and recording sustainable measures and activities.
• Collate and publish other periodic records and reports as required
• Liaise with the HR Department to process the necessary paperwork for the appointment of staff (include the drafting of advertisements, job descriptions and person specifications) and to be responsible for the administration of staff appraisal procedures.
• Assist in the operation of the CAFM Helpdesk, including; initiating, investigating and feeding back work orders, assigning work orders to the soft services team, monitoring overdue jobs and providing reports as necessary.
• To organise and lead on campus building inspections; recording any maintenance, cleaning, security and health & safety issues, reporting these in the CAFM system and monitoring completion of works accordingly.
• Co-ordinate the department’s health and safety requirements, including undertaking risk assessments, maintaining and investigating accident reports and keeping all necessary records.
• Maintaining and development of the team SharePoint site and arranging training for the team.
• Liaise with the Service Desk (ASK) and maintain contact lists for key stakeholders.
• Process internal and external post and other information and distribute to staff.
• Manage departmental travel cards, purchasing card records and preparing reconciliation statements.
• Management of student lockers including record keeping and issuing.
• Use IT systems, sharepoint, Microsoft Teams etc…, for researching and managing information and keeping/ensuring Campus Operations information and databases are organised and up to date.
• Ensure all customer comments and queries are recorded and dealt with appropriately, and that complaints are communicated to the Campus Operations Manager.
• Raise PO’s, check and authorise all mail room associated supplier invoices (including all courier invoices).

Health and Safety

•         Ensure all risk assessments are completed and act as risk assessor

•         Ensure that all relevant Health & Safety regulations are complied with at all times.

•         Assist in an initial response to any emergency situations that place university buildings at risk. 

People

•         Ensure resources are planned well in advance in order to manage predicted demands on the service.

•         Lead by example, creating a naturally friendly and inclusive team culture that is customer focused.

•         Drive consistent service delivery through the application of the directorate’s customer services programme Fit for King’s, promoting the highest standards of customer care.

•         Keep records of team members who attend all training sessions and toolbox talks throughout the year, including Fit For King’s training. Identify additional training needs and recommend training solutions.

Process & Performance Management

•         Where applicable, to work closely with the Managers on Duty to achieve common standards of management, technology and Fit for King’s customer service standards.

•         To report on  pre-planned and reactive facilities work orders raised via the university’s CAFM system Planon are completed to the appropriate standard within SLA, and then closed out on the CAFM system.

•         Take record of compliments and complaints for upward reporting and feedback on the fortnightly call.

•         Prepare weekly Planon performance figures.

•         Ensure that all activities are undertaken in strict accordance with the College’s and the Estates and Facilities Directorate’s policies and procedures.

•         Ensure that client satisfaction is high by obtaining regular feedback from staff and students.

General

•         Undertake such other duties appropriate to the level and character of work as may reasonably be required within the Department. For example:

•         order grit to cover gangways during icy conditions.

•         coordinate the set-up of Christmas trees;

•         order furniture, equipment, uniforms and office supplies for the team;

•         assist with the management of car parking and bike parking;

•         maintain university notice boards and general poster management

•         remove obstructions from Fire Emergency escape routes

•         To assist with the financial management of the department as directed by the Campus Operations Manager. For example: submit accurate returns for recharges to departments.  

Essential criteria  

1.       Demonstrable ability to deliver a high level of customer satisfaction. 

2.       Computer literate, with knowledge of all Microsoft operating systems, Word, Excel etc. 

3.       Excellent oral & written communication skills 

4.       Numerate and with an understanding of budgets 

5.       Calm demeanor, un-flustered and maintain a cool head in high stress/pressure situations. 

6.       Self-motivated and good organiser, with a meticulous eye for detail 

7.       Inspires confidence and acts as a team player when managing various disciplines and skills. 

8.       Flexible, positive and positive approach to work and good team member  

9.       Skilled at complaint handling & service recovery 

Desirable criteria

1.       Demonstrable H&S experience and knowledge (preferably with IOSH/NEBOSH qualification) 

2.       Significant Facilities Management experience 

3.       Familiarity with working in the Higher Education Sector 

4.       Experience of event management 

5.       Experience of delivering to SLAs and KPIs