Support Services Administration Assistant

1 month ago

Oxford, United Kingdom University of Oxford Full time

The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic.

**Security Services is part of Estates Services**

The University Security Services maintain a safe and secure physical environment for staff, students and visitors to the University 24 hours, 365 day per year through our operational teams.

We provide a broad range of services that includes; a central alarm and CCTV monitoring service, intelligence-led security patrols, mobile response to incidents, crime prevention, security for VIP visits, major University ceremonial occasions and student demonstrations.

Our support services team offer a range of administrative and specialised services that includes; personnel security screening, security training for staff, crime awareness briefings, crime prevention and reduction by design, reassurance, victim care, welfare support to staff, students and visitors.

Estates Services is responsible for the management and strategic direction of Oxford University's functional and commercial estate. With a broad and diverse remit that includes;

Management of the University’s laboratory and teaching facilities, offices, museums, and libraries, housing for graduate students and staff, the University Parks and Wytham Woods.

The development of capital building projects, repairs and maintenance of buildings and infrastructure, programmes of refurbishment, replacement and minor works and reactive maintenance, and managing environmental sustainability.

The post offers a broad range of activity including clerical and financial administration together with interactive support of colleagues to help deliver a secure environment in which to work and study.

**What We Offer**

As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including:

- An excellent contributory pension scheme
- 38 days annual leave
- A comprehensive range of childcare services
- Family leave schemes
- Cycle loan scheme
- Discounted bus travel and Season Ticket travel loans
- Membership to a variety of social and sports clubs

This role also offers the opportunity for hybrid working by combining days working on-site and days working remotely.

**About the Role**

This varied role includes general and financial administration, personnel security screening, health & safety and personnel administration. You will be responsible for the maintenance of an organised office environment, document and information management including supplier and customer service level agreements. You will utilise the University financial systems and processes to ensure accurate financial records for income and expenditure. You will comply with the University purchasing processes to ensure the correct procurement framework is used and manage suppliers and stock including operational officers’ uniform and equipment, technical systems spares, stationery and office supplies.

In this role, you will provide advice and guidance to customers and managers in relation to personnel security screening, become the contact for Estates HR in relation to personnel matters including sickness absence and annual leave records. You will also support colleagues with collating staff personal development reviews, organising induction and training for new staff.

You will support compliance with H&S legislation, regulation and University policy, assist with maintaining risk assessments and registers. Facilitate building safety inspections and assist with arranging any resulting works.

**About You**

You will be self-motivated and proactive, with excellent organisational skills, have meticulous attention to detail and have the highest level of integrity. You must be able to support the creation of, and follow administration processes, have an interest in transactional finance, purchasing, invoice and income processing.

You will be competent in the use of web based IT and Microsoft office packages including Word, Excel, MS Teams, Nexus 365 and Outlook.

**Application Process**

Interviews will take place during week commencing 20 February 2023 and will be in person at the Security Services Control Centre at The Old Observatory.
- Committed to equality and valuing diversity._

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