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Administrative Assistant

4 months ago

Warwick, United Kingdom Unitemps Full time

**Role**

**Duties and responsibilities**
- Provide day-to-day administrative duties, including dealing with telephone queries, arranging meetings, filing records, taking minutes, diary management and cover for reception at Argent Court. Also assisting the Senior Administrative Assistant in managing the uniform requirements.
- Use the Opera (e procurement) system to generate purchase requisitions in priority order and a timely manner, and ensure goods are receipted in a timely manner.
- Identify requests that require urgent or emergency action and contact the necessary people quickly, for example, trade supervisors, Campus Cleaning Services Manager or contractors.
- Assist in ensuring that HR related matters are completed within the section, including but not limited to the following:
1. Assist in keeping personnel files up-to-date, including ensuring accurate holiday/sickness records are maintained and accurate returns are provided to HR. Ensuring all records are maintained and returned to HR in a confidential manner.

2. Dealing with queries from staff regarding leave entitlements and leave taken.

3. Assist in ensuring the completion of all necessary paperwork to ensure the University procedures are met in a timely manner for the appointment of new staff, for example using SharePoint. Ensuring return to work appointments are made between section managers and relevant members of staff.

4. Assist in maintaining accurate training and contact records for individual members of staff.

5. Assist with any recruitment needed.

6. Assist in organising induction programs for new starters with the section.

7. Dealing with queries from staff regarding conditions of employment, for example assisting staff that do not have access to a PC to locate information on the University web site or providing hard copy information.
- Word processing of various formal documents including tender documentation, technical specifications, minutes of meetings, financial summary data, formal committee paper preparation.
- Use proprietary electronic databases such as Quantarc - Quemis (helpdesk), Concerto, Access to update information and records; generate new records as requested by others; enter feedback on the records into the system; provide customer feedback as required in response to queries with respect to the system and generate reports as requested by the use of other software such as Excel
- Any other duties as required in keeping with the level of the post.

**Skills and experience**
- Educated to GCSE level standard including English and maths or equivalent
- Experience of working in an administrative environment, dealing with queries.
- Strong administration and organisation skills
- Proficient IT skills including word processing, databases, spread sheets and presentation software
- Ability to work on own initiative as well as in a flexible team environment
- Experience of maintaining electronic records on a management information system
- Ability to work under pressure and to deadlines
- Ability to work with a high degree of accuracy, and with attention to detail and confidentiality

**Location**
Wellesbourne Campus (CV35 9EF)

**Additional information**
- Closing date: 01/02/23
- Start and end date: ASAP - 3 Months
- Dress code: Casual

**Job Types**: Full-time, Part-time, Temporary contract
Contract length: 3 months
Part-time hours: 22 - 36 per week

**Salary**: £11.17 per hour

**Benefits**:

- On-site parking

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Warwick: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Application deadline: 29/01/2023
Reference ID: Unitemps Reference: 1054250
Expected start date: 06/02/2023