Administrative Officer

**Job Title**: Administrative Officer

**Contract**: Permanent, Part-Time

**Hours**:25 hours per week 9:30am - 2.30pm Monday to Friday

**Duties of the Role**:
To assist the Soft FM team by providing a professional first point of contact service to our customers and to provide Soft FM managers with a high standard of administration to enable them to work efficiently.

**Duties of the Post**:
1. Act as the first point of contact for Soft FM enquiries, responding in a professional and timely manner, redirecting complex queries and complaints as appropriate and liaising with the relevant manager as required.

2. Undertake administrative duties which contribute to the support of the operational team including filing, printing, photocopying, archiving, data input and producing correspondence.

3. Develop and maintain close working relationships with key stakeholders including the Student Services Hub, Accommodation Essex, CER, EMS Helpdesk, Estates and Event Essex and support key activities as required.

5. Maintain staffing establishment records, ensuring these are up to date at all times to enable timely recruitment to vacant roles.

6. Administer systems for recording annual leave, toil and other absences, ensuring they are up to date and accurate.

7. Comply with data protection and information security regulations and policy ensuring staffing information remains confidential at all times.

8. Support purchasing activity by contacting suppliers and obtaining quotes, ensuring compliance with University and UECS financial regulations. Raise requisitions, process invoices and arrange departmental transfers.

9. Update stock and inventory records when new equipment is purchased or disposed of, in conjunction with the Soft FM Services Manager.

10. Ensure stocks of stationery are adequate and submit order requests as required.

11. Utilise electronic systems to report faults, repairs and occurrence requests. Update reports and information as necessary.

12. Provide all administration for meetings including booking rooms, catering and travel, preparing agendas and minute taking.

13. Prepare keys, key cards and fobs for students, staff and conference guests. Issue and receive keys and key cards and ensure charges are raised for replacement keys. Liaise with relevant departments to check entitlement to keys before issue and ensure keys are returned. Replace cards and fobs that have been issued out of hours by Patrol Officers.

14. Produce weekly water reports for legionella testing, ensuring records are maintained and made available for audits.

15. Prepare documentation required for fire alarm and fire equipment checks, ensuring records are maintained and made available for audits.

16. Prepare documentation required for door battery checks.

17. Assist in collating linen totals and liaise with laundry contractor during conference season.

18. Manage and organise mobile telephone provision for temporary summer staff, ensuring mobile telephones are charged and working throughout the year, purchasing credit top-ups, allocating to staff and keeping records up to date.

19. Ensure contact list in staff mobile telephones is updated as required.

20. Print induction packs and other training materials as required.

21. Attend work as required on University key events that take place outside of the normal working pattern, including weekends, such as Arrivals Days and Open Days.

**Qualifications/Training**

A good standard of education including 5 GCSEs (Grades A-C), or equivalent, in English Language and Mathematics - ESSENTIAL

A high level of demonstrable IT competency - ESSENTIAL

European Computer Driving Licence (ECDL) or equivalent - DESIRABLE

**Experience/Knowledge**

Proven administrative experience - ESSENTIAL

Experience of working under pressure and prioritising workload by dealing with a range of varied and competing tasks - ESSENTIAL

Experience of working in facilities management - DESIRABLE

Experience of working in a customer focused environment - ESSENTIAL

Experience of working in a multi-cultural environment - DESIRABLE

Experience of working as an effective member of a successful team - ESSENTIAL

Knowledge and understanding of Data Protection principles/legislation - DESIRABLE

**Skills/Abilities**

The ability to communicate clearly and effectively both orally and in writing - ESSENTIAL

A high level of attention to detail - ESSENTIAL

Excellent organisational skills and the ability to work independently with a methodical approach - ESSENTIAL

Able to use Microsoft Office suite, especially Outlook, Excel and Word - ESSENTIAL

The ability to act with discretion and to maintain confidentiality - ESSENTIAL

**Other**

The ability to meet the requirements of UK 'right to work' legislation - ESSENTIAL

A positive outlook and a professional manner - ESSENTIAL

A flexible, proactive approach to work - ESSENTIAL

Able to remain calm in difficult situations - ESSENTIAL

**General Information**

Soft FM Ser