Business Services Assistant

Business Services Assistant

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Fixed Term

Contract:

End Date: 18 months from start date

The Business Services Team serves as a cross‑functional support team for units across WELS. We manage day‑to‑day liaison with teams to maintain compliance, health and safety, award management system, other administrative activities and best practice.

• Support the Manager, Faculty Planning and Admin (MFPA) as Department Safety Assistants (DSA) for WELS to ensure best practice and policy/statutory compliance, including risk assessments, fire wardens, first aiders and DSE assessors for the faculty.
• Work closely with the MFPA to ensure that accurate regular Management Information reports are produced and submitted as identified as necessary and requested by the Faculty Executive and Senior Leadership Teams.
• Support the co‑ordination of local staff development activity, liaising with People Services and ensuring best use of resources.
• Co‑ordinating and leading the unit specific on‑boarding and induction for all new starters; delivering H&S briefings, liaising closely with hiring managers around requirements e.g., start dates/times, ordering IT kit and collection of IT kit for leavers where applicable.

• Support the coordination of the Annual Academic Workload Management (AWM) Audit
• Staff development booking – end to end process
• Mailing list management
• Intranet updates for Professional Services
• WELS Staff travel bookings
• Stationery ordering for the faculty (pens, paper, photocopier paper etc)
• Raising of ITPRs for new and current staff providing equipment and accessibility resources
• Undertake regular Unit Health and Safety procedures and proactively follow up on activities as required
• Academic Office Holder recruitment support
• Consultancy contract admin support for contracts set‑up and payments through DEVCORN or as appropriate
• Staff Fee Waiver admin support
• Liaise with FBS WELS and relevant stakeholders in relation to procurement activities, receiving invoices, raising Pos, and reconciliation
• Guidance, support and update of central processes using various systems such as Ariba, Success Factors, and Concur
• Support the management of budgets, maintaining up to date records, contribution to forecasts and raising purchase requisitions using appropriate finance systems
• Project Support via DSPR and stakeholders as required

• Any other duties as required to support the work of the area of expertise and organisation
• Provide continuity of service in times of absence and leave for other members of the team such as the MFPA
• Take reasonable care of the Health & Safety of themselves and that of any other person who may be affected by their acts or omissions at work
• Demonstrate a strong commitment to the principles and practice of equality and diversity

• Commitment to excellent customer service and continuous improvement with experience of working in an office support environment
• Completing work with accuracy and attention to detail is essential for success in the role and mitigating risks
• Excellent interpersonal and communication skills, both written (e.g., emails, processes documents, event communications, etc) and oral (e.g., asking questions, taking actions in meetings, working with colleagues across the organisation on H&S initiatives, team collaboration, conducting DSE assessments for staff, etc)
• Ability to work successfully as part of a team and on own initiative with flexibility and openness to change in working practices and contribute to efficiencies
• Good understanding of confidentiality with the ability to respect and maintain a diversity of relationships with colleagues who are also customers
• Excellent organisation, planning and time management skills
• The ability to proactively prioritise, adapt priorities to meet deadlines, whilst managing a varied workload and maintaining SLAs calmly within a changing environment with competing demands
• Proficient IT skills including MS Teams, Visio, Word, Excel, Outlook, internal systems databases, with the ability to learn new IT skills,…