Senior Operations Administrator

Job Description

SALARY AND DETAILSSalary: £28929 - £32411Hours: Full Time / 37 hours - PermanentDays:Monday - FridayHolidays: Up to 40 days HolidayLocated in a beautifully built up area, scenic views, easy accessibilityTHE ROLEThis is a Senior Operations Administrator role for a University in Birmingham. The post holder will have responsibility for the day to day operational oversight of Administrators within the Birmingham Campus. Post holders will be required to place a strongemphasis on the provision of high quality administrative support and customer service.As part of these responsibilities, the post holder will be expected to communicate with internal and external stakeholders. They will regularly work closely together with other support units within the University, in particular the wider Estates and Facilitiesdirectorate to deliver a high quality service to staff and students. The post holder is expected to produce work of excellent quality which complies with the relevant University guidelines and regulatory framework. The post holder will be highly skilled inthe use of Microsoft packages, and have the ability to pick up new IT software packages is an important requirement of this post.Operational Estates and Facilities provides services across all UWTSD campuses. The post holder will have a base on one campus but will be expected to work from other campuses as required in order to meet the needs to the UniversityKEY RESPONSIBILITIES/DUTIES

• Liaise with other departments, including Procurement to gather facts, figures and information as and when necessary
• Produce and monitor Operation Administer Staff Rotas
• Maintain sufficient Operation Administrators service levels on each Campus site to meet the delivery needs of staff and students
• Support the Campus Operations Manager in the recruitment and induction of Operation Administrators
• Support to the line manager in department administration and deputising for them as required
• Assist with arranging meetings, taking minutes and circulating papers for monthly / quarterly review meetings
• Responsible for liaising with the Campus finance team via the guidance of the Campus Operation Manager.
• Making appointments for maintenance work with stakeholders
• Responsible for providing support University events such as graduation, open days and welcome days both administratively and on the day
• Provide support to the Capital Projects team with communication and way finding/signage
• Operate as part of a Helpdesk to manage the department workload
• Support with contract administration tasks such as maintaining issue logs, progress trackers, project risk registers, change control requests etc.
• Manage communications relating to Hwb
• Assist with communicating contract information to the internal team accurately and in a timely manner
• Manage the inter campus courier service
• Respond appropriately and in good time to requests by phone, email or via the CAFM system as per key performance indicators (KPIs).
• Provide administration support to staff and contractors with permits to work, RAMMS and scheduling contractors
• Gather quotations in accordance with the financial regulations and place orders as required
• Support the Sustainability Manager to ensure effective administration of the EMS, policies and web presence for the unit
• Prepare documentation for audit as required

PERSON SPECIFICATION

• Educated to HND or degree level (preferably in chosen field) or has demonstrable experience
• Business administration to Level 4 or equivalent demonstrable experience
• Previous experience in providing high quality, faced paced administrative support
• Previous experience dealing with customer service role administration
• Previous experience of preparing documents for audit
• Good interpersonal and communication skills with the ability to communicate effectively at all levels
• Experience of working in Higher Education
• Experience of supporting event delivery
• Ability to demonstrate effective organisational skills
• Ability to meet tight deadlines when required
• A high level of proficiency in the use of Microsoft packages.

SALARY AND DETAILSSalary: £28929 - £32411Hours: Full Time / 37 hours - PermanentDays:Monday - FridayHolidays: Up to 40 days Holiday