Administrative Assistant – grade E

Job Category : Admin & Clerical

Location : Preston Campus, University of Central Lancashire

Hours Per Week : 36.25

Start Date : Immediate start

Start Time : 07:30

End Time : 15:00

Salary : £12.09

To provide a first point of contact for students, staff and visitors, ensuring all Estate Services Helpdesk, Car Parking and Contractor Management queries are resolved by utilising the Computer Aided Facilities Management (CAFM) and Bookings software. Provide administrative support to the Estate Services Teams and other duties as commensurate with the grade and as directed by the Customer Service Manager.

• 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 appropriate support for any Travel Plan queries, in liaison with the Travel Plan Co‑ordinator.
• Provide general & technical administrative support to the Estate Services department, including processing of car park permit requests, assisting with issuing keys, ordering uniform, supporting Contractor Management processes, maintaining records, assisting in the production of specifications and quotations and coordinating all information held on suppliers.
• Implement and follow procedures to ensure the effective operation of the Estate Services Helpdesk, Car Parking, vehicle administration and Contractor management processes. Assist with contractor liaison to ensure projects proceed on time and to budget, feeding back to customers on progress as requested.
• Act as a focal point of communication within 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 system for University visitor parking reservations and organise parking bookings for internal and external events and conferences, in liaison with other departments within and external to Estate Services. Maintain the University’s monthly events master list in liaison with the Car Park Controllers.
• Utilise appropriate software to ensure all car parking permit requests are processed, including management of the database and liaising with colleagues across the University to ensure accurate staff salary deductions.
• Observe the University cash‑handling procedures by processing cash and credit card transactions, daily reconciliation of the cash register / credit card machine, issuing petty cash and undertaking the car parking banking.
• Ensure all Estate Services correspondence is stamped as received, and all invoices are appropriately checked and processed, ensuring timely approval for payment using financial systems as required. Develop and maintain accurate filing systems for the Estate Services department to ensure all records are centrally accessible.
• Arrange and service meetings, prepare agendas, minute meetings, distribute action sheets, maintain records and check actions taken.

• Experience of providing administrative support to a large multi‑disciplinary team.
• Experience of being part of a team providing a customer‑focused service.
• Experience of using a computer for word processing and creating/maintaining databases to produce reports.
• Experience of document management and developing and administering support procedures.

• A range of GCSEs including English Language and Maths (minimum grade
  
  C) or appropriate equivalent, or significant experiential learning.
• Microsoft qualification or similar in use of spreadsheets / word processing.

• Excellent organisational skills, accuracy and attention to detail.
• Experience of using a variety of IT packages including Microsoft Outlook, Word and Excel.
• Excellent oral and written communication skills.
• Flexible in approach to work and ability to see tasks through to completion.
• Ability to deal with conflicting and challenging situations.
• Ability to work independently.