PART TIME Administrative Officer - £16.36ph plus hol pay – Central London
- 3 days a week
End Date: 15/05/2023 (Initially)
Main purpose of the role
Provide support in all areas of department management, including budget management, procurement, HR / Recruitment administration, Facilities management, as well as administrative support for specific functions such as events or student recruitment. Provide a professional administrative service to ensure the smooth running of the department.
Duties and responsibilities
Staffing / HR Support
- Provide general induction and support for new members of staff, maintaining a standard induction programmes.
- Manage recruitment administration in line with the universities Recruitment and Selection Policy –place job adverts, follow procedures for redeployment candidates, arrange shortlisting meeting(s) and interviews, request references, answer general queries from candidates and colleagues.
- Process requests for new employment contracts, amendments to contracts, leavers form and one-off payments using the HR system for authorization.
- Book, arrange and maintain a record of training courses for colleagues.
- Record and monitor sickness absence, running / producing reports as necessary.
Teaching and Student Support
- First point of contact for staff and students, dealing with enquiries both face to face, via email and telephone, providing basic information and support but also knowing when to refer or escalate issues.
- Developing efficient and effective office systems.
- Liaising with central services e.g. internal post room, porters, IT support or security as necessary.
- Supporting maintenance of space and facilities, logging issues through standard channels, requesting and issuing keys as required, keeping relevant records.
- Ordering goods and services such as stationery and furniture or making hotel bookings, following standard procedures.
- Assisting with requesting / amending staff contracts or processing standard payments for one-off duties.
- Assisting with staff and / or student recruitment procedures, supporting the Operations Officer(s) as required.
- Giving practical support to new staff members and visitors.
- Supporting the organisation of events such as open days, seminars, conferences, public engagement programmes, social events (e.g. booking catering or hotels, liaising with room bookings or IT support).
- Liaising with colleagues in relation to general administrative matters and assisting where appropriate.
- Providing support and information to the Departmental Manager, Programme Directors and the Head of Department as required.
- Amending and updating social media channels, web pages or other sources of information.
- Scheduling and minuting meetings and committees.
- Assisting with the coordination of teaching provision and timetabling.
- Supporting the module registration process, assisting students with basic queries or escalating as necessary.
- Annual module maintenance and approval of programme diets according to standard practices in collaboration with team members.
- Setting up and updating registers in student attendance monitoring system in collaboration with team members and academic colleagues.
- Previous experience of working in a student-facing or comparable role, with a good understanding of the types of issues that these environments create and how to deal with them.
- Good understanding of the UK higher education system and the issues currently facing the sector.
- Previous experience and good working knowledge of systems used – SITS / Portico / CMIS / Moodle / Turnitn.
- Excellent communication skills, with written and spoken English at native-speaker level and the ability to use an appropriate tone according to different situations.
- A good team player, with an ability and willingness to work both collaboratively within a team but also independently when required.
- Strong time management skills and the ability to prioritise effectively.
- Ability to multitask and work productively in a busy environment where interruptions can occur frequently.
- Excellent attention to detail.
- Ability to work well and remain calm when under pressure.
- Strong IT skills, with experience of using Microsoft Office packages in a professional setting to a high standard.
- Flexibility and resilience in a changing environment and the ability to adapt positively to change.
- Enthusiastic and self-motivated.
- A commitment to delivering excellent service.
Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.
Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.