Department Services and Av Coordinator

The **Department Services** **and AV Coordinator** is a key member of the Department Services Team who ensures the smooth and successful operation of the two departments’ use of the Royal School of Mines and Bessemer buildings and technical services therein, including all shared teaching spaces. You will be responsible for ensuring the Audio/Visual requirements in all department meeting rooms, offices and teaching/seminar spaces are fulfilled to the highest possible standards. There are 36 combined teaching rooms, meeting rooms and lecture theatres throughout the two buildings across the departments.

**Duties and responsibilities**:
You will provide support to ensure an excellent staff and visitor experience and contribute towards the two departments’ academic and teaching staff to deliver world-class research, education and training through duties including:
**Operations**
- Manage and plan the weekly timetable for workload and tasks of the Technical Assistant and General Assistant alongside the Department Services Manager
- Manage departmental security information database including keys, door codes, swipe readers on Excel and update as and when required.
- Manage swipe access and guest cards for ESE for staff, students, visitors and contractors, including responsibility for requesting and arranging access.
- Manage the use of departmental store rooms including the storage of manual handling equipment and temporary storage of furniture.
- Prioritisation (with the Department Services Manager) of workload and immediate urgent requests presented by academic and professional services staff, research staff and students
- Organisation of work output to meet departmental building and infrastructure project deadlines and ensure their smooth progress
- Responsible for ensuring departmental signage is accurate and updated when required
- Effective communication with other service members, technical and academic staff, students and external contacts

**Audio Visual**

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- Manage the day to day provision and provide a first line of support for all departmental AV systems and respond to immediate AV related call outs this can often be last minute issues as lectures are due, therefore an urgent and essential on call service is required
- Consult with ICT/College AV and contractors in planning, developing and delivering AV upgrades to meetings and teaching rooms
- To provide support and advice to academics and researchers on departmental video and telephone conferencing facilities including purchasing, maintenance and operation
- Provide user training on AV systems to all staff, including academic staff, and students across the two departments on existing and newly installed systems
- Responsible for troubleshooting issues and working with College AV to find solutions when necessary

**Infrastructure**
- Manage regular and routine inspections of meeting and teaching rooms, ensuring that facilities, furniture and aspect are the best possible for staff and student requirements and keeping up-to-date records on the ICLIS room inventory system.
- Alongside the Department Services Manager, responsible for the maintenance of teaching, meeting and office spaces and coordination of appropriate resolutions
- Work closely with Estates Facilities, ICT and contractors to develop and maintain high quality facilities and spaces
- Advise and liaise with users on lab and office moves, modifications and minor refurbishments
- Oversee and coordinate the installation and arrangements of College security swipe reader systems for ESE and Materials
- Liaise with Estates Operations on enquiries from staff and students on building related issues to find positive resolutions
- Responsible for departmental communal areas defect checking and reporting
- Assist as required with routine departmental inspections

**Health and Safety**
- ESE safety committee member, specifically relating to manual handling
- Advise users on manual handling and transport of goods & equipment. Oversee large equipment and furniture moves.

**Essential requirements**:

- An audio/visual related qualification at HND level or equivalent experience
- Previous project management experience, and experience of project planning
- Experience of managing space, including conflict resolution
- Experience of managing databases and data in formats that can be manipulated to provide management information and reports.
- Experience of managing a customer-focused service
- Knowledge of the AV industry and developing trends
- Knowledge of AV and able to identify and resolve issues.
- Excellent analytical and technical problem solving skills.
- Creative approach to problem solving.
- Must be able to negotiate and mediate with staff at all levels and external customers
- Excellent organisational and time management skills with a methodical approach to responsibilities and attention to detail.
- Excellent verbal and written communication skills with the confidence and diplomacy to i