Operations Support Officer

Operations Support Officer Department: Marketing, Recruitment, Development and International, Global Marketing and Student Recruitment Department Salary Scale: £24,215.33 - £26,716.73 per annum (pro rata) Contract Type: Fixed Term Full-time / Part-time: Full-Time Weekly Hours: 36.5 Employment Visa: Sponsorable (does not meet criteria to be sponsored for Skilled Worker Route) Posted Date: 01/12/2025 Closing Date: 07/12/2025 Responsibilities Coordinate and plan freighting for events, ensuring materials are ordered, packaged, and sent timely and cost‑effectively. Provide logistical support for exhibitions, ensuring equipment is up to date, in good order and available for department members. Work with colleagues across the department and the University travel agent to fully prepare itineraries for staff working away from the University. Assist in the organisation of university events including, but not limited to, graduations, open days and visit days. Assist in the organisation of events in which the University participates, including the Eisteddfod and Royal Welsh Show. Monitor stocks of print and other promotional materials held by the University and engaged delivery partners. Analyse and maintain operational data and monitor product inventories. Ensure all offices across the department have the correct supply of appropriate promotional material. Manage departmental fleet vehicles; ensure each vehicle is up to the highest working standard, safe, clean and contains the appropriate equipment and documentation. Brief new drivers on vehicles and keep staff updated with current guidelines of GMSR vehicle use. Assist in travel booking arrangements and itineraries. Assist with managing data related to audit planning. Develop and manage a booking system for staff to book required stock for events and visits; liaise with academic department contacts about departmental stock for on‑campus events. Take minutes and coordinate papers for different meetings and boards. Make travel and accommodation arrangements for conference/course attendance, including for external speakers attending campus. Research quotes and liaise with companies to ensure new promotional items meet Aberystwyth University branding requirements and freight lead times. Responsible for purchases for the department, including use of the purchasing card, raising purchase orders, tracking delivery and goods receipting; provide summary information on a monthly basis to the Department Operational Manager and elevate issues as appropriate. Carry out health and safety duties and responsibilities appropriate to the post. Commit to the University’s Equal Opportunities and Diversity Policy and understand its application to the responsibilities of the post. Commit to personal and professional development through the Effective Contribution Scheme. Perform other duties as assigned by the line manager, commensurate with the role’s grade. Be a flexible member of the team, supporting colleagues at peak times including attendance at university events (e.g., open days, graduation) which may include weekend work. Promote equality of opportunity and support the University’s commitment to diversity and inclusion in all aspects of work. Engage in continuous personal and professional development to support the development of others. Fulfil health and safety responsibilities while actively promoting the personal health, safety and wellbeing of staff and students; support the University’s commitment to environmental sustainability through responsible practices and engagement. Essential Qualifications, Experience, Knowledge and Skills A level or equivalent. Work experience in a relevant customer‑facing role. Excellent customer service skills and experience being responsive to customer needs; proven analytical and problem‑solving skills. Ability to work well within a team. Excellent written and verbal communication skills, and interpersonal skills at a high level. High level of accuracy and attention to detail, using a structured methodological approach to documents, processes and events. IT skills including experience in MS Office, Outlook, Office 365 and collaborative tools such as SharePoint. Substantial experience of providing professional administrative support at a senior level to a busy team in a large and complex organisation. Strong organisational skills with ability to prioritise and plan work independently and effectively under pressure to meet strict deadlines. Oral (spoken) and written Welsh Level C1. Desirable Oral (spoken) and written Welsh Level C2. Any further qualifications or experience that complement the role. Benefits Flexible working policy. 36.5‑hour week for full‑time roles. Generous leave entitlements – 27 days annual leave plus bank holidays and university closed days. Commitment to Professional Development. Enhanced contribution to our workplace pension schemes. Staff recognition and reward schemes. Opportunity to learn the Welsh language for free. Staff relocation bursary. Maternity, Paternity, Parental and Adoption Leave. Staff discount for gym facilities, hospitality, and retail on campus. How to Apply To promote a flexible workforce, the University will consider applications from individuals seeking full‑time, part‑time, job share, or term‑time only working arrangements. Applications for this role must be made through jobs.aber.ac.uk. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally. Contact Information Human Resources, Aberystwyth University, Visulisation Centre, Penglais Campus, Ceredigion, SY23 3BFTel: (01970) 628555  Email: hr@aber.ac.uk HR Website #J-18808-Ljbffr