Operations Administrator

2 weeks ago

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

**Job Ref**

**50923**

**Location**

**London**

**Salary**

**£21,197 per annum plus £3,654 London Weighting Allowance 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 is concerned with the delivery of a front-facing support service and behind the scenes administrative support, playing an integral role in delivering an excellent customer and administrative service. The post holder will be expected to work effectively and pro-actively without constant supervision. An essential part of the role will be to support the Campus in its front of house and administrative needs. In order to deliver an effective customer focused service, flexibility in terms of work, and team support will be vital. The post holder will need to be focused on delivering high quality standards in service and will be expected to have sound knowledge of processes and procedures relating to the Campus’ administration as well as a good working knowledge of the broader aims and objectives of the UWTSD.
The post holder will be responsible for recording, monitoring and following up of incoming requirements received in person, by phone or electronically and either deal with them or forward them on to the relevant persons. The post holder will be expected to respond to routine enquiries and requests for information independently. The post holder will further be responsible for a variety of administrative tasks appropriate to the grade including: scheduling, completing basic financial functions, maintaining key external relationships with University suppliers, and coordinating orders, among others.
Flexibility to support any areas of the London Campus or the wider University in order to deliver an efficient customer focused service will be a crucial part of the role.
Main duties will include:

- Maintaining effective and professional communication channels
- Providing and maintaining an effective reception and/or helpdesk service for all clients
- Providing and maintaining an effective switchboard operation at all times
- Being responsible for maintaining operational documentation accurately
- Undertaking Event, Conference and Room Booking administration and support, including the issuing of function sheets
- Arranging, servicing and supporting internal and external meetings including coordination of information and diaries
- Meeting and greeting contractors and internal and external customers for day to day business and functions
- Processing incoming and outgoing mail / deliveries
- Providing administrative support, car parking availability and general site information
- Being responsible for sending mail shots and other marketing materials as required
- Providing support as required for the finance function such as purchase orders, processing / matching supplier invoices, raising internal / external invoices, quotations for approval by nominated individuals and analysing figures
- Setting up forms for seeking feedback and administration of feedback from conference attendees, students, staff etc.
- Undertaking day to day administration including updating access cards, mail franking and general filing
- Undertaking departmental administration including the recording of absences, leave, time in lieu, training/personal development activities, timesheets, and rota administration
- Undertaking activities relating to operating the Building Management System as well as Quantarc or equivalent
- Taking measures to ensure cleanliness and safety are maintained at all times in your working area and communal university spaces
- Adopting and sustaining a professional image, positively promoting the University at all times
- Wearing the correct uniform at all times
- Understanding and appreciating multicultural aspects of all stakeholders in all communications and interactions
- Communicating effectively and professionally in both formal and informal situations with colleagues at all levels within the University, with students and where applicable their parents/guardians/close relations
- Responding promptly to routine enquiries and requests for information, ensuring that a positive campus and corporate image is created and maintained at all times
- Understanding and convey information in a clear and accurate manner
- Undertaking any other tasks which may be assigned from time to time from Senior Managers including administrative support to operations departments where needed
- Ensuring appropriate referral to senior team

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