Office Administrator

3 weeks ago

Windsor, United Kingdom Eton College Full time

Salary
- up to £29,960 pa in line with skills and experience
- Job Reference
- eton/TP/21163/1006
- Contract Type
- 52 weeks, Full Time, Permanent
- Contract Details
- Fixed Term Maternity Cover up to 12 months
- Closing Date
- 28 March, 2024
- Job Category
- Operations
- Business Unit
- Buildings
- Location
- Eton College, United Kingdom
- Posted on
- 14 March, 2024

**Role Introduction**:
To assist with the daily administrative function and support of departmental activities. The Buildings Department are responsible for maintaining all of the College buildings and grounds across the estate and this particular role is instrumental as the conduit between the department and wider College network of staff.

Please note, this is a fixed-term position providing maternity cover until the current post holder returns to work after maternity leave. The College are unable to guarantee exactly how long the contract will continue for, however this is unlikely to be any later than June 2025. The College cannot guarantee that the post-holder will be offered alternative employment when the position terminates at the end of the fixed-term period.

Applications from those seeking part-time hours may be considered.

**Main Duties**:

- To help administrate and support our systems for fast and accurate generation, and closure, of reactive repair work orders (our PINKS system). This involves supporting our administrative system on the generation and closure of scheduled work orders, on a weekly basis (training will be provided).
- Carry out regular analysis of current PPM administration to identify current trends and patterns.
- Supporting by producing insightful reports for Operational activity using our Computer Aided Facilities Management system.
- To support as a point of contact for the department navigating enquiries to the correct support function within the Buildings Department. Answering telephone calls and responding to enquiries relating to the work of the department, escalating where appropriate to colleagues within the Department where support will be given.
- Raising repair instructions on the PINKs system when required to do so and guiding other members of staff when needed.
- Providing administrative support to the Health & Safety Officers, including support on their College wide training records.
- Scanning documents and filing electronically adhering to advised systems.
- Filing hard copy documents.
- Recording incoming documents, adding dates and/or comments to systems if necessary.
- Raising Purchase Orders (training provided) and assisting on purchases of white goods and other furnishings.
- Printing and collating documents when required.
- Assist with the scheduling of visitors and arranging access to properties where necessary.
- Electronic and hard copy archiving of project and maintenance information.
- Taking and retrieving departmental post to the School Office on a daily basis following School Office procedures.
- Undertake any in house training relevant to the post or in line with current health and safety, safeguarding guidelines.
- Undertake such additional duties or projects as required to enable the smooth running of the Department and to support its variety of projects.
- Commitment to and promotion of equality, diversity and inclusion.
- All positions at Eton are classed as ‘regulated activity’ as per the Keeping Children Safe in Education 2023 guidance, therefore a good understanding of safeguarding procedures is essential;
- Commitment to safeguarding and promoting the welfare of children, including but not limited to, completing safeguarding training as required, and ensuring any safeguarding updates issued by the College are read and understood;
- Understand and comply with procedures and legislation relating to confidentiality.
- Commitment and promotion of equality, diversity and inclusion;
- All positions at Eton are classed as ‘regulated activity’ as per the Keeping Children Safe in Education 2023 guidance, therefore a good understanding of safeguarding procedures is essential;
- Commitment to safeguarding and promoting the welfare of children, including but not limited to, completing safeguarding training as required, and ensuring any safeguarding updates issued by the College are read and understood;
- Understand and comply with procedures and legislation relating to confidentiality.

To be successful in this role, the incumbent should have:

- Proficient in IT, particularly Microsoft Word, Excel and Outlook etc;
- Excellent written and verbal communication skills;
- Confident communicator liaising with a wide variety of people
- The ability to maintain confidentiality and professionalism at all times
- Ability to work well as part of a team
- Good customer service skills
- Demonstrable accuracy and attention to detail

You may also enjoy this role if you have;
- Positive ‘can-do’ attitude
- Flexible approach to work

**Benefits**:
Eton College offers a wide range of b

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