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Senior Operations Administrator

3 months ago

Birmingham, Birmingham, United Kingdom University of Wales Trinity Saint David Full time

Job Ref

50962

Location

Birmingham

Salary

£28,929 per annum

  • ABOUT US
  • The Institute of Inner-City Learning (IICL) is one of the University of Wales Trinity Saint David's four Institutes with campuses in Birmingham and London.

The IICL has multiple intakes per annum, delivers continuous learning, teaching and recruitment cycles and operates in an intensely competitive inner-city and multicultural HE environment.

The Institute currently has approx.

4,000 non-residential students on Certificates of Higher Education, Honours degrees, Masters and Doctoral programmes, some of which are also taught at weekends.


  • THE ROLE
  • The post holder will have responsibility for the day to day operational oversight of Operation Administrators (Recetion Staff) within the Birmingham Campus. Post holders will be required to place a strong emphasis on the provision of high quality administrative support and customer service.

In order to ensure maximum efficiency and coverage, the unit has adopted a teamwork approach where the Administration Officers are assigned primary work areas of responsibility but will be required to undertake work other parts of the office from time to time.

The role holder will be meticulous and highly organised with a flair for administration and customer support
The post holder will undertake a broad range of administrative duties and responsibilities as directed by their line manager. The post holder will be expected to work proactively and independently within those areas of responsibility as necessary.
As part of these responsibilities, the post holder will be expected to communicate with internal and external stakeholders.

They will regularly work closely together with other support units within the University, in particular the wider Estates and Facilities directorate to deliver a high quality service to staff and students.

The post holder is expected to produce work of excellent quality which complies with the relevant University guidelines and regulatory framework.

The post holder will be highly skilled in the use of Microsoft packages, and have the ability to pick up new IT software packages is an important requirement of this post.

Operational Estates and Facilities provides services across all UWTSD campuses.

The post holder will have a base on one campus but will be expected to work from other campuses as required in order to meet the needs to the University.

The post holder will also be required to undertake other administrative duties identified by their line manager commensurate with the level of the post.


  • Main Duties
  • Liaise with other departments, including Procurement to gather facts, figures and information as and when necessary
  • Produce and monitor Operation Administer Staff Rota's
  • Maintain sufficient Operation Administrators service levels on each Campus site to meet the delivery needs of staff and students
  • Support the Campus Operations Manager in the recruitment and induction of Operation Administrators
  • Support to the line manager in department administration and deputizing for them as required
  • Assist with arranging meetings, taking minutes and circulating papers for monthly / quarterly review meetings
  • Responsible for liaising with the Campus finance team via the guidance of the Campus Operation Manager
  • Making appointments for maintenance work with stakeholders
  • Responsible for providing support University events such as graduation, open days and welcome days both administratively and on the day
  • Provide support to the Capital Projects team with communication and way finding/signage
  • Operate as part of a Helpdesk to manage the department workload
  • Support with contract administration tasks such as maintaining issue logs, progress trackers, project risk registers, change control requests etc.
  • Manage communications relating to Hwb
  • Assist with communicating contract information to the internal team accurately and in a timely manner
  • Manage the inter campus courier service
  • Provide administration support to staff and contractors with permits to work, RAMMS and scheduling contractors
  • Gather quotations in accordance with the financial regulations and place orders as required
  • Support the Sustainability Manager to ensure effective administration of the EMS, policies and web presence for the unit
  • Prepare documentation for audit as required


 REQUIREMENTS
  • Educated to HND or degree level (preferably in chosen field) or has demonstrable experience
  • Business administration to Level 4 or equivalent demonstrable experience
  • Previous experience in providing high quality, faced paced administrative support
  • Previous experience dealing with customer service role administration
  • Previous experience of preparing documents for audit
  • Good interpersonal and communication skills with the ability to communicate effectively at all levels
  • Experience of supporting event delivery
  • Ability to demonstrate effective organisational skills