Administration Team Leader

6 months ago

Cardiff, United Kingdom Cardiff University Full time

**JOB PURPOSE**

Provide comprehensive and professional support to the Estates & Campus Facilities department while supervising the Administration (CAFM Support) team.
- Computer Aided Facility Management (CAFM) software enables our Estates and Campus Facilities team to plan, execute and monitor all activities involved in reactive and planned preventative maintenance, space, move, asset management and operational Facilities Management.
- This role is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you can also choose to spend some time working from another location, e.g. your home. The University is committed to offering this flexibility, wherever the role and business need allows, supporting work-life balance.
- As the biggest university in Wales - and a major employer, with more than 7,000 staff - we are an ambitious and innovative university located in a beautiful and thriving capital city. We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression.
- **DUTIES AND RESPONSIBILITIES**

**Key Duties**
- Supervise the Administration (CAFM Support) Team, allocating tasks, producing work schedules, monitoring holiday cover arrangements; completing probation, contributing to annual appraisal and staff development requirements; and providing training and wellbeing support to staff members where necessary.
- Supervise the day-to-day operation of the Estates CAFM Helpdesk function, adapting processes in response to the reactive nature of the business need, whilst delivering a highly customer centric service at all times.
- Be the focal point for CAFM related enquiries and queries from Estates colleagues, contractors & customers, offering guidance on related activities, representing the team at meetings, and contributing to process reviews.
- Support the Administration Manager with system administration tasks, to include:

- User account administration,
- Dataset cleansing,
- Geography imports,
- Service matrix reviews,
- Asset management,
- Contractor management.
- Assist in the design and delivery of CAFM related training to both internal and external parties.
- Instruct and guide colleagues across the University on CAFM / helpdesk procedures as required.
- Gather and analyse data from the CAFM system so that informed decisions can be made, establishing basic trends and patterns in the data and providing reports and recommendations for management.
- Support the team to work together to achieve shared objectives.
- Work with others to make recommendations to improve our ways of working.
- Establish productive relationships with key individuals (University colleagues and external contacts) to help improve the level of service the team provides to its customers.
- Perform a variety of administrative duties to support the team and department achieve its goals.

**General Duties**
- Abide by all University policies and undergo appropriate personal and professional development.
- Perform other duties which are not included above, but which will be consistent with the role.
- Uphold the Professional Services Values & Behaviours or local equivalent.

**Person Specification**
- We are looking for a team player who will work with colleagues to provide a great service to staff and students. You don’t need to have worked for a University before; this is an opportunity to show your potential and start or continue your career at Cardiff University.
- This role may be an opportunity for you to build on your experience from working in a previous administrative role or environment, showing your transferable skills and aptitude to be successful in the role. You should have an interest in managing and developing a team. You should be enthusiastic about developing your knowledge and skills to become a valued member of the team and to provide supervisory support to those under your line management.-
- Please note that these are also the criteria shortlisted applicants will be assessed against at interview and/or by other means (e.g. a skills test).
- **Essential Criteria**
- Ability to communicate clearly, concisely, and effectively to provide detailed advice, guidance and support to team members and customers on CAFM and helpdesk matters.
- Evidence of a good standard of numeracy and IT literacy.
- Experience of working in an administrative role or environment.
- Understanding of line management responsibilities (such as work allocation, probation, appraisal, holiday requests etc.).
- Ability to resolve and manage performance and welfare issues within your team, adhering to University procedures and policies, maintaining professional standards.
- Ability to communicate information effectively and professionally to a diverse range of people.
- Ability to use your initiative and creativity to solve problems, respond to queries and make recommendations, identifying and proposing practical solutions.
- Ability to work u

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