Administrative Officer

1 month ago


Colchester, United Kingdom University of Essex Full time

**Job Title**: Administrative Officer

**Contract**: Permanent, Part-Time

**Hours**:25 hours per week 9:30am - 2.30pm Monday to Friday

**Duties of the Role**:
To assist the Soft FM team by providing a professional first point of contact service to our customers and to provide Soft FM managers with a high standard of administration to enable them to work efficiently.

**Duties of the Post**:
1. Act as the first point of contact for Soft FM enquiries, responding in a professional and timely manner, redirecting complex queries and complaints as appropriate and liaising with the relevant manager as required.

2. Undertake administrative duties which contribute to the support of the operational team including filing, printing, photocopying, archiving, data input and producing correspondence.

3. Develop and maintain close working relationships with key stakeholders including the Student Services Hub, Accommodation Essex, CER, EMS Helpdesk, Estates and Event Essex and support key activities as required.

5. Maintain staffing establishment records, ensuring these are up to date at all times to enable timely recruitment to vacant roles.

6. Administer systems for recording annual leave, toil and other absences, ensuring they are up to date and accurate.

7. Comply with data protection and information security regulations and policy ensuring staffing information remains confidential at all times.

8. Support purchasing activity by contacting suppliers and obtaining quotes, ensuring compliance with University and UECS financial regulations. Raise requisitions, process invoices and arrange departmental transfers.

9. Update stock and inventory records when new equipment is purchased or disposed of, in conjunction with the Soft FM Services Manager.

10. Ensure stocks of stationery are adequate and submit order requests as required.

11. Utilise electronic systems to report faults, repairs and occurrence requests. Update reports and information as necessary.

12. Provide all administration for meetings including booking rooms, catering and travel, preparing agendas and minute taking.

13. Prepare keys, key cards and fobs for students, staff and conference guests. Issue and receive keys and key cards and ensure charges are raised for replacement keys. Liaise with relevant departments to check entitlement to keys before issue and ensure keys are returned. Replace cards and fobs that have been issued out of hours by Patrol Officers.

14. Produce weekly water reports for legionella testing, ensuring records are maintained and made available for audits.

15. Prepare documentation required for fire alarm and fire equipment checks, ensuring records are maintained and made available for audits.

16. Prepare documentation required for door battery checks.

17. Assist in collating linen totals and liaise with laundry contractor during conference season.

18. Manage and organise mobile telephone provision for temporary summer staff, ensuring mobile telephones are charged and working throughout the year, purchasing credit top-ups, allocating to staff and keeping records up to date.

19. Ensure contact list in staff mobile telephones is updated as required.

20. Print induction packs and other training materials as required.

21. Attend work as required on University key events that take place outside of the normal working pattern, including weekends, such as Arrivals Days and Open Days.

**Qualifications/Training**

A good standard of education including 5 GCSEs (Grades A-C), or equivalent, in English Language and Mathematics - ESSENTIAL

A high level of demonstrable IT competency - ESSENTIAL

European Computer Driving Licence (ECDL) or equivalent - DESIRABLE

**Experience/Knowledge**

Proven administrative experience - ESSENTIAL

Experience of working under pressure and prioritising workload by dealing with a range of varied and competing tasks - ESSENTIAL

Experience of working in facilities management - DESIRABLE

Experience of working in a customer focused environment - ESSENTIAL

Experience of working in a multi-cultural environment - DESIRABLE

Experience of working as an effective member of a successful team - ESSENTIAL

Knowledge and understanding of Data Protection principles/legislation - DESIRABLE

**Skills/Abilities**

The ability to communicate clearly and effectively both orally and in writing - ESSENTIAL

A high level of attention to detail - ESSENTIAL

Excellent organisational skills and the ability to work independently with a methodical approach - ESSENTIAL

Able to use Microsoft Office suite, especially Outlook, Excel and Word - ESSENTIAL

The ability to act with discretion and to maintain confidentiality - ESSENTIAL

**Other**

The ability to meet the requirements of UK 'right to work' legislation - ESSENTIAL

A positive outlook and a professional manner - ESSENTIAL

A flexible, proactive approach to work - ESSENTIAL

Able to remain calm in difficult situations - ESSENTIAL

**General Information**

Soft FM Ser


  • Office Administrator

    2 months ago


    Colchester, United Kingdom A Team Recruitment EA Ltd Full time

    Office Administrator required for a well-established landscaping company on the Suffolk-Essex border. This is an exciting opportunity for an office administrator to join a well-established and welcoming team. Working on various projects from small to large scale construction sites over Suffolk and Essex, dealing with the multiple administration tasks...

  • Office Administrator

    3 weeks ago


    Colchester, United Kingdom Hub Freight Full time

    **Office Administrator** The Office Administrator will be responsible for the overall operation of the office. The Office Administrator will be responsible for the overall office operation, including clerical support, answering phones, and other general office duties. The Office Administrator will also maintain a high level of accuracy in their duties and...

  • Office Administrator

    4 weeks ago


    Colchester, Essex, United Kingdom A Team Recruitment EA Ltd Full time

    Office Administrator required for a well-established landscaping company on the Suffolk-Essex border. This is an exciting opportunity for an office administrator to join a well-established and welcoming team. Working on various projects from small to large scale construction sites over Suffolk and Essex, dealing with the multiple administration tasks...

  • Office Administrator

    4 weeks ago


    Colchester, United Kingdom TES2000 Full time

    **About The Opportunity**: Are you looking for a part time Office based role where you can learn new skills, whilst understanding the Rail Industry? At TES, we have a new role as Office Administrator to pro-actively support the Permanent Way (P-Way) manager with administration, rostering and assist with team enquiries whilst being safety focused. We are...

  • Office Administrator

    4 weeks ago


    Colchester, United Kingdom BKS TRADELINE LTD Full time

    **Office Administrator** The position we are offering is full time, on a permanent basis. This is located in Colchester, Essex. - Mon-Fri - 9am-5pm Daily (30 minute unpaid lunch) Our company primarily deals business to business so duties will revolve around customer accounts by supporting, processing, liaising with customers as well as other various...

  • Office Administrator

    1 month ago


    Colchester, United Kingdom Mercury Healthcare Limited Full time

    An opportunity has arisen for an enthusiastic, professional, caring and energetic Office Administrator to join Mercury Healthcare. Already enjoying a reputation second to none for delivering high quality personalised care, we are looking for an Administrator who has the same core values, ethos and passion for care as we do.. Office Administration Essential...

  • Office Administrator

    4 weeks ago


    Colchester, Essex, United Kingdom Healthcare Homes Full time

    Office AdministratorArdleigh, Colchester, Essex£22,000 per annumMonday - Friday, 37.5 hours per week, 8:30am - 5pmWe have an exciting new opportunity to join our central team based in Colchester as a Office Administrator. This will be a busy role covering our reception desk, alongside supporting our Office Coordinator with general administrative support....

  • Office Administrator

    2 weeks ago


    Colchester, United Kingdom Adecco Full time

    **Office Administrator - Temporary to Permanent** **Colchester - Free parking** **Monday - Friday 8:30-4:30pm** **£11.28ph (£22k)** **Interviewing now - Immediate start available** Do you enjoy being first point of contact for customers? Do you thrive to deliver elevated levels of customer service? Our Colchester based client who manufacture custom...

  • Office Administrator

    1 month ago


    Colchester, United Kingdom Russell Taylor Group Ltd Full time

    Russell Taylor are supporting a well-established company. I am looking for an enthusiastic and hardworking **Office Administrator **with excellent communication skills both verbal and written, great administration skills and experience. **Location**: Tiptree **Hours**: 9am - 5pm **Salary**: £22k to £24k pending experience As the office administrator,...

  • Office Administrator

    4 weeks ago


    Colchester, Essex, United Kingdom BKS TRADELINE LTD Full time

    Office AdministratorThe position we are offering is full time, on a permanent basis. This is located in Colchester, Essex. Mon-Fri 9am5pm Daily (30 minute unpaid lunch)Our company primarily deals business to business so duties will revolve around customer accounts by supporting, processing, liaising with customers as well as other various tasks.This may vary...


  • Colchester, United Kingdom Essex Partnership University NHS Foundation Trust Full time

    Administration Officer/Receptionist - NEE Therapy For You Band 3 - £22,816 - £24,336 per annum Full Time - 37.5 hours per week Hospital Road, Colchester Some of the main responsibilities and duties include but are not limited to; To work as a member of the Directorate’s Administration Service ensuring that a high quality and efficient service is...

  • Office Administrator

    1 month ago


    Colchester, United Kingdom Novus black Full time

    **Wanted: Exceptional individual and top notch organiser** Situated in Essex, near Colchester, Novus Black stands as a small private investment fund tailored for sophisticated individuals seeking consistent monthly returns. The organization has significantly transformed the investment landscape and is currently undergoing substantial growth and brand...


  • Colchester, United Kingdom Essex Partnership University NHS Foundation Trust Full time

    Administration Officer/Receptionist Maternity Cover - NEE Therapy For You Band 3 - £22,816 - £24,336 per annum Full Time - 37.5 hours per week Hospital Road, Colchester Some of the main responsibilities and duties include but are not limited to; To work as a member of the Directorate’s Administration Service ensuring that a high quality and efficient...

  • Office Administrator

    4 weeks ago


    Colchester, United Kingdom Rapid Response Maintenance Ltd Full time

    Rapid Response Maintenance is a fast paced maintenance company which is continuing to expand. We carry out all aspects of property maintenance work in private / tenanted & void dwellings in the Essex and Suffolk area We are looking to hire an Office Administrator to join one of our Reactive works team. **Duties**: - Providing general administrative...


  • Colchester, United Kingdom Recruit Insure Full time

    Top Job Recruitment are looking for a Sales Office Administrator to join one of our established Clients in the Colchester area. Previous experience in a Construction based office and sales administration preferred but not essential! **Responsibilities**: - Processing orders - Answering the telephone - Recording customer care bookings - Updating...


  • Colchester, United Kingdom AJ Chambers Full time

    **Junior Office Administrator** **Colchester, Essex** **Up to £24,000** **We are a delighted to be in partnership with a well-established Top 20 Accountancy Firm, on their search for a Junior Office Administrator to join their team.** **Responsibilities**: - Answering and directing phone calls - Assisting with general administrative tasks such as data...

  • Office Administrator

    1 month ago


    Colchester, United Kingdom Lighthouse Personnel Full time

    **Office Administrator** - ‘Recruiting for your future success’_ Our client has successfully implemented Traffic Management Acts and New Roads and Street works Act processes and systems since 1993. They also supply training to key groups within the industry, including - Utilities and Statutory Undertakers and Highways Authorities. Our client is here to...


  • Colchester, United Kingdom A Team Recruitment EA Ltd Full time

    Office Support Administrator required for our Colchester-based client who work with some huge brands. As Office Support Administrator you will be a key member of the studio team in supporting them with their administration in handling a variety of tasks and therefore need to be someone able to work under pressure, handling a multitude of tasks at one time....

  • Office Administrator

    4 weeks ago


    Colchester, United Kingdom Primary Care Careers Full time

    **About the Role**: The Colte Partnership are currently recruiting for an Office Administrator. This is a great opportunity to take on a varied role helping to ensure that we progress our strategic delivery plan and for the success and future development of the partnership. This is a fantastic chance for a person with some office or customer service...


  • Colchester, United Kingdom SMC Safety Solutions Full time

    **Purpose of Position** We are looking for an Office & Accounts Administrator to manage our training course bookings and complete basic accounts administration. **Reporting Level** You will report to the Managing Director - **Responsibilities**_ - Processing course bookings using our in house booking system - Allocate payments on Sage - Log expenses and...