Operations Co-ordinator

Overview

The University's Vision and Strategy sets out an ambitious and exciting journey, to be a people focused, world-leading university that harnesses academic excellence, innovation and creativity to advance knowledge and provide benefits to individuals, to organisations and to society as a whole. You will join the Operations Community within Professional Services, Faculty of Medical Sciences, providing comprehensive administrative support across multiple business functions and sites.

Working collaboratively as part of a dedicated team, you will take the lead in coordinating key administrative processes that underpin the Faculty's activities.

• Support the Operations Manager and Operations Leads in the delivery of administrative activity across the Operations team.
• Coordinate and support designated events, selection panels, committees, sub-committee or working groups, including arranging meeting and room bookings, coordinating papers, drafting agendas, taking minutes and maintaining and proactively managing the actions.
• Represent the Faculty at meetings and internal/external events, as appropriate.
• Lead the administration of designated processes in the Unit/Faculty, including receiving initial enquiries/requests/applications; application of agreed operating procedures (escalating as appropriate) and monitoring progress, determining the appropriate mode of communication and accuracy of the content when conveying information.
• Proactively receive, resolve and respond to enquiries received into the designated office to ensure that an effective service and clear advice is provided to colleagues and customers.
• Develop, implement and maintain effective office procedures and systems to ensure that support is efficient, timely and accurate.
• Review information received in the designated office and disseminate appropriately to colleagues on behalf of the management team.
• Manage records relating to the functions of the designated office, maintain database(s) of information, gather data from multiple sources, extract reports on data as required and ensure the integrity of data entered/recorded.
• Provide administrative support to the designated Management Team as required, including travel arrangements (complex regional, national and international), booking accommodation, conducting initial investigations/research or drafting correspondence as required.
• Assist in procurement of goods and services and making payments: confirm receipt of goods and services, resolve invoice, coding or expenses queries, adhere to the University's Procurement Regulations and act as an expenses proxy.
• Act as the first point of contact for general HR issues, liaise with FMS HR Team where necessary, assist in recruitment activity (advertising, interviewing, appointment processing and paperwork), new People induction, leaver processes, PDR coordination and sickness returns.
• Undertake an active role in the health and safety management of the designated office, contribute to the safe working environment and serve in the role of a Display Screen Equipment (DSE) assessor or Fire Warden.
• Contribute to the effective and efficient running of the designated office through a team approach, providing supervision and assistance to colleagues as appropriate.
• Perform any other duties within the scope and general nature of the grade as required by the line manager.

• Working knowledge of relevant systems, equipment, processes and procedures including standard software packages.
• Understanding of relevant policies and procedures, and the quality standards and outputs required.
• Familiarity with using initiative and judgement to resolve problems independently.
• Familiarity with work priorities and those of colleagues.
• Excellent IT skills with proficiency in Microsoft Office products and aptitude for development and use of core software and data systems (preferably SAP).
• Experience of managing confidential and/or sensitive information with tact and discretion, and a working knowledge of GDPR.
• Excellent organisational, interpersonal and communication skills, including the ability to triage queries and issues.
• Experience of prioritising…