J o b D e s c r i p t i o n

Transcription

1 J o b D e s c r i p t i o n Position: Academic Group/Service: Reference: Administrative Assistant Facilities FAC-098/P Grade: Grade 3 Status: Hours: Reporting to: Permanent Part-Time, Job Share 18 hours per week Facilities Manager Main Function of the Position: To provide effective clerical support to the Facilities department. Principal Duties and Responsibilities: 1. To organise, schedule and attend meetings associated with the Unit and ensure that papers, reports, agendas and minutes are properly prepared and distributed, working. 2. Operate helpdesk for repairs and other Facilities services using telephone, and bespoke computerised database. 3. To maintain/update the car park database and produce permits where required. 4. To raise purchase orders using the Purchase Order Processing System and maintain suitable records of each transaction. 5. To record payments made against Purchase Cards and Petty Cash using the appropriate technology and following standard financial procedures. 6. To provide effective clerical assistant to the Unit including the preparation of routine letters, assisting in the preparation of reports, documents, tenders and statistics as required and to undertake associated duties e.g. filing, photocopying, ordering stationery, using IT office packages and Microsoft Office 7. Recharges for services provided by Facilities.

2 8. To create/delete and maintain staff photocopying/printing accounts. 9. To complete weekly staff returns. 10. Verification of invoices e.g. photocopying, utility bills and postal charges etc. 11. To provide excellent customer services and act as a point for enquiries for Facilities. 12. To undertake other duties as required, commensurate with the nature and grade of the post. Note: This is a description of the position requirements as it is presently constituted. It is the University s practice to periodically review job descriptions to ensure that they accurately reflect the position requirements to be performed and if necessary update to incorporate changes were appropriate. The review process will be conducted by the relevant manager in consultation with the post holder.

3 P e r s o n S p e c i f i c a t i o n Position: Administrative Assistant Reference: FAC-098/P Academic Group/Service: Facilities Priority Criteria (1/2/3) Method of Assessment 1 Qualifications 1 a) GCSE in English and Mathematics, Grade C or above (or equivalent) or equivalent standard of education Documentation 1 b) An appropriate word-processing/it qualification or relevant knowledge and experience Documentation 2 Skills / Knowledge 2 a) Proficient in Microsoft Office packages, including MS Word and Excel / Test 2 b) Proficient in the use of other computer packages including , internet and databases / Test 2 c) Operate systems for keeping clear and accurate records 2 Application Form / 2 d) Operate appropriate office equipment e.g. photocopier 2 Application Form / 2 e) Accurate minute taking and preparation of documentation 3 Experience 3 a) Experience of electronic purchase ordering systems 2 Application Form / 3 b) Experience of using IT applications and computerised record systems as an administrative tool 3 c) Experience of telephone systems 3 d) Experience of working within a customer services environment 4 Personal Qualities 4 a) Awareness of the requirements associated with operating 1 within a customer service environment 4 b) Able to follow procedures and respond to instructions 1 from senior colleagues 4 c) Willing to adapt working practices to suit changing 1 routines, procedures and technology 4 d) Able to prioritise work, ensuring deadlines are met 1 4 e) Able to communicate effectively with staff and visitors at all levels, both internally and externally 1

4 Position: Administrative Assistant Reference: FAC-098/P Academic Group/Service: Facilities Priority Criteria (1/2/3) Method of Assessment 5 Other 5 a) Willing to undertake staff development, which may take 1 place outside the University 5 b) Awareness of the principles of the Data Protection Act, Health and Safety, Freedom of Information Act, Prevent and Bribery Act 1 5 c) Commitment to the University s policy on equal opportunities and diversity 5 d) Available to work flexible and travel as appropriate in order to meet the needs of the services 1 1 Note: 1. Priority 1 indicates essential criterion an applicant would be unsuccessful if unable to satisfy all Priority 1 criterion. 2. Priority 2 indicates desirable criterion - applicants failing to satisfy a number of these are unlikely to be successful. 3. Please note it is normally expected that a new appointee will commence at the bottom of the grade.

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