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Administrative Assistant

4 months ago

Preston, United Kingdom Brackenberry Full time

We are working closely alongside a Local Authority in Preston to assist with the appointment of an Administrative Assistant, on a 3-month contract, highly likely to be extended at clients discretion. Please apply with your CV for immediate consideration.

Rate of Pay: £12.09 - £15.06 per hour

Summary:

  • To provide a first point of contact for internal and external customers. Ensure all Estates Services Helpdesk, Reception, Car Parking, and general enquiries are dealt with and resolved by utilising the Computer Aided Facilities Management (CAFM) and booking software.
  • To assistant and provide day to day administrative support to the wider Estates team

Responsibilities:

  • Respond to internal and external phone, email and reception enquiries relating to Estate Services, the Helpdesk, Car Parking and Vehicle administration, ensuring all issues are dealt with in a courteous, timely and professional manner.
  • Provide general and technical administrative support to Estate Services under the instruction of Project Officers and Senior Managers; to include the processing of Purchase Orders and Invoices, support Contractor Management meetings and Contractor Control processes, the maintenance of records, assisting in the production of specifications and quotations and general contract documentation, processing car parking permit requests, ordering goods and materials as requested and general coordination of all information held on Suppliers.
  • Implement and follow procedures to ensure the effective operation of the Estate Services Helpdesk, Car Parking, Vehicle administration and Contract Management processes. Feeding back to customers on progress as requested.
  • To be a focal point of communication with Estate Services and across the University, relaying information in a timely manner. Process project work, urgent reactive and planned preventative maintenance requests, working with the Maintenance Team and notifying Contractors for the work to be completed. Assist in ensuring all work is Value for Money, managing specific Contractor and Supplier processes.
  • Operate the bookings systems for the University visitor parking reservations and organise parking books for internal and external events and conferences, in liaison with other departments within and external to Estate Services. Maintain the Universitys monthly events master list in liaison with the Car Park Controllers.

Qualifications & Experience:

  • Experience of providing technical administrative support to a large multidisciplinary team 
  • Experience of providing customer focussed service 
  • Experience of document management, developing and administering support procedures 
  • Experience of operating filing systems
  • A range of GCSEs including English Language and Maths (minimum grade C) or appropriate equivalent, or significant experiential learning 
  • Excellent organisation skills, accuracy and attention to detail 
  • Experience of using a variety of IT packages including Microsoft Outlook and Excel and to create and maintain databases to produce reports 

Please note:

  • You should be available to work immediately or at a short notice.
  • You should have right to work in U.K

Disclaimer: Brackenberry Ltd is acting as an Employment Business in relation to this vacancy. We are committed to equality in the workplace and is an equal opportunity employer. Unless otherwise stated all of our roles are temporary, though opening assignments can be and often are, extended by clients on a longer term basis and can sometimes become permanent. Important: We will interpret your application as being permission to submit your CV to this role (with the right to represent you) unless you advise us to the contrary. Incase the role requires an enhanced DBS, your DBS must be either through us or be accompanied by a subscription to the DBS updating service.

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