Administrative Assistant
3 days ago
**£11, 913.45 pro rata salary - Salary estimation based on 22.50 hours per week, 52 weeks per year.**
Contract**:Part Time/ Permanent**
**Protection of Children and Young Persons**
**Background to the Post**
The Estates, Facilities and Transport Team are responsible for the maintenance and management of all College premises, services and transport systems at each centre. This involves cleaning, security, portering, caretaking, day to day repairs and major maintenance, together with managing a help desk, major and minor refurbishment schemes, grounds maintenance, supply of furniture and fittings and facilitating the provision of a transport system for College students.
**Duties and Responsibilities**:
- To operate the computerised Estates Helpdesk and provide administrative and clerical support to the Estates team.
- To ensure that jobs are logged on the Estates Helpdesk appropriately and follow up actions are carried out in a timely manner.
- To update and maintain the college PPM systems.
- To provide reports and updates as to the progress of logged jobs and advise the Facilities Managers of any issues which may affect the satisfactory completion of jobs and take further action if appropriate and directed to do so.
- To undertake general administrative and clerical duties including operation of the door security system, CCTV system (including reporting) photocopying and filing.
- To answer phones, take messages and deal with personal callers and to carry out minor admin project work as required.
- To assist in the procurement of stores via the Agresso finance system for all sites, involving contact with suppliers and contractors and approved list of contractors.
- To assist with general Estates and Transport enquiries, booking external transport and general clerical work associated with our vehicle fleet and operation of our transport system.
- To collate and record data in relation to staff changes for Space Management purposes.
**In order to support during busy exam periods, you may be asked to undertake exam invigilator duties. The College will provide training.**
The list of duties is not exhaustive but outlines the main features of the post at appointment and may vary as the job evolves without affecting the nature of the duties or the responsibility level.
**Health and Safety**
To ensure a safe working environment for colleagues, students, and visitors in line with the HASAW Act and the College Health and Safety Policy.
**Safeguarding**
Safeguarding and promoting the welfare of children and vulnerable adults for whom you are responsible and whom you come into contact with.
**Annual Leave**
The College offers a generous annual leave entitlement to support staff, commencing with 25 days rising to 28 days after 5 years’ service, pro rata per annum plus 8 statutory days (Public & bank Holidays) and College closure days (all pro rata for part time posts)
**Hours of Work**
The post holder will be expected to work such hours as are necessary for the proper performance of their duties and responsibilities, normally 22.50 hours per week.
**Place of work**
The principal place of work will be the College’s premises based at our Royal Leamington Spa Centre. However, the post holder may be required to work on either a temporary or an indefinite basis at any premises at which we may provide services.
**Offers of Work**
**Employee Benefits**
When you join WCG we offer you a whole host of employee benefits, including:
- Generous annual leave entitlement plus up to 4 free College Closure days a year
- Comprehensive training programme
- Leadership & Management training programme to develop our next generation of managers
- Employee Assistance Helpline offering free, confidential, 24 hours support and guidance
- Free onsite gyms at most colleges
- Discounted part time and professional courses
- Cycle to work scheme
- Childcare vouchers
- Discounted hair & beauty treatments in our college salons
- The opportunity to join NEST pension scheme
- Free will writing service
- Free car parking on site
- Staff discounts in our Plant Centre at Pershore College
**PERSON SPECIFICATION**
**Physical Make-up**
Ability to perform the tasks as described in the job description. If you have a disability you should not be discouraged from applying, since there are schemes available within the College which allow for the provision of special aids, premises to be adapted and other appropriate support provided.
**Essential Attainments**:
- Good word processing skills (ideally to level 2 e.g. GCSEs Grades A-C including English, Level 2 NVQ, Level 2 Diploma or equivalent qualifications)
- Ability to evidence the competent use of Microsoft Office packages, including Word, Excel and Access including accurate inputting and maintenance of data
- Previous administrative experience including convening meetings and minute taking.
- Good administrative and organisational skills.
**Desirable Attainments**
- GCSE Grade 4
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