Administrator - Evenings

2 weeks ago

Northampton, United Kingdom Unitemps, The University of Northampton Full time

**Role**
We are looking for and Administrator to join our team to provide professional support in order to maximise the effectiveness of the Innovation Centre and its business. The position will concentrate on administrative support, effective communications, customer account management, system maintenance, business generation and the provision of meetings and conferences. Providing first class customer service is an underpinning requirement for this position.

This role is on an ongoing long term basis. The hours are 4pm-8pm, Monday to Friday. During some periods, cover may be required from 3pm-8pm.

**Duties and responsibilities**
- Maintain the reception area such that it is a welcoming and friendly environment for all customers and be the point of initial reference at the Innovation Centre for all callers, dealing with tenants, visitors, staff and the public personably and efficiently.
- Operate all services to tenants, such as incoming/outgoing post, photocopying etc.
- Ensure conference bookings are robustly recorded and upsold.
- Assist with the delivery of conference bookings on the day of the event, including setting up conference rooms and moving furniture.
- Assist with administrative record keeping and document production.
- To help generate new and repeat business for the centre via telephone and written communications and face to face.
- To maintain systems which provide the Centre with data and information enabling it to manage its customer profile and competitor activity.
- Replenish the tenant catering areas as and when necessary.
- To operate according to a pricing policy agreed with the Head of Procurement & Commercial Services.
- Maintain the Procurement & Commercial Services electronic systems as necessary.
- Take customer enquiries and where necessary, place bookings onto the booking system as authorised.
- In collaboration with colleagues, oversee day-to day conference and event activity, including moving and arranging furniture, setting up meeting room, providing refreshments.
- Organise & collate post event feedback follow-up process, to ensure customer satisfaction.
- Support the Procurement & Commercial Services team in all administrative duties.
- Manage photocopier facilities & kitchenette supplies in the centre, providing adequate stock of consumables and arranging maintenance as required.
- In collaboration with the Procurement & Commercial Services team ensure that the Centre is operated in compliance with current Quality, Financial, Health and Safety, Commercial, Property and other policies, and standard procedures are followed in the Centre, to the satisfaction of the Head of Procurement & Commercial Services.
- Ensuring that all customers of the centre, internal or external, experience service excellence, high quality provision and value for money through the behaviour of staff and attention to customer needs.
- Uphold good housekeeping practises (i.e. neat and correct storage) to ensure safe, clean and pleasant working environment.
- Liaise with housekeeping staff regarding cleanliness of conference areas, meeting rooms and public spaces.
- Liaise with catering teams regarding client needs on a daily and weekly basis.
- Personally conduct daily inspections of all, or allocated elements of the building, noting any deficiencies in decor, facilities, service provision etc report these to the relevant personnel for attention.
- Develop the provision of effective services to Centre clients.
- Ensure that the Centre’s reputation is maintained and enhanced.
- Work flexibly as part of the Centre team, to provide cover for extended hours and holidays.
- Any other tasks to ensure smooth running of Procurement & Commercial Services and the Innovation Centre.
- Hold a relevant, current first aid qualification (or be prepared to qualify).
- Be trained as a fire warden.
- The post holder will be expected to undertake other responsibilities and tasks as reasonably requested.

**Skills and experience**
GCSE’s or equivalent in Maths and English at grade C (or equivalent) or above.

High level of interpersonal skills.

Customer orientated approach.

Experienced in the use of a computerised finance/admin system.

Experience of using MS Office, with a good working knowledge of Excel.

Experience of administration work.

High level of organisational skills.

Self-motivated and able to meet deadlines without direct, daily supervision.

Ability to work on own initiative and as part of a team.

Excellent attention to detail, numerate and take pride in your work.

Ability to work under pressure.

Demonstrable ability to solve queries.

Ability to adapt to organisational change.

Ability to adapt to technological advances in the workplace.

**Location**
Innovation Centre, Green Street, Northampton

**Additional information**
This role is on an ongoing long term basis. The hours are 4pm-8pm, Monday to Friday. During some periods, cover may be required from 3pm-8pm.

**Job Type**: Part-time
Part

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