UCL DEPARTMENT OF ELECTRONIC AND ELECTRICAL ENGINEERING Departmental Officer Salary range: 23,604-26,859 (inclusive of London Allowance of 2,980) per annum. Grade: 5 Reports to: Length of contract: Hours of work: Place of work: Deputy Departmental Manager. The post is available immediately. 36.5 hours per week. It is a requirement of this post that the holder is able to begin work at 8.30am daily. Based in the Departmental Office, room 705, Roberts Building, along with two other administrative staff. JOB SUMMARY The post comprises of four main elements; post, maintenance, events and to provide some assistance to the Undergraduate and Masters Degree programmes. The post holder will also be responsible for a range of tasks which support staff and students in a large and busy department, including being the first point of contact for the Departmental Office. The post holder will be a key member of the administrative team and will be required to establish good working relationships with Departmental academic and administrative staff with whom they will work closely. In addition to staff within the Department, the role will involve contact and communication with students and the general public - meaning a polite and helpful attitude is essential. The ideal candidate will be able to work independently as well as part of a small team, within a relaxed and friendly environment. DUTIES AND RESPONSIBILITIES The post holder will be expected to undertake the following duties, liaising with the Deputy Departmental Manager as necessary, and working with other key staff as appropriate in order to ensure that the Department s and College s requirements are met. Administration Departmental reception duties including ensuring availability of adequate stocks of information (prospectuses, brochures, forms etc.) for face-to-face enquiries. To create, record or maintain student lists as appropriate, such as programme/course lists, seminar groups, personal tutors, dissertation supervisors etc. Providing support to the Deputy Departmental Manager in regards to the administration of the MSc Telecoms with Business programme, where required. Assist in setting up rooms for MSc module examinations and delivering lecture notes to lecture rooms on the first day of lectures. Arranging the printing of Undergraduate lecture notes. To be involved in preparations for induction week, open days and Summer Schools. 1 of 5
Post Provide general administrative support for all staff with duties such as departmental lecture notes photocopying, print binding projects, booking refreshments and rooms (central and local), and mail-outs and collation of materials under the direction of the Deputy Departmental Manager. Preparation of other printing requisitions and stock requests, checking and signing of invoice paperwork and delivery of goods. Monitoring stock levels and requesting replenishment of various items, for example, stationery items, paper, water and small components. Raise Purchase Orders via the UCL MyFinance system for stationery orders and courier deliveries. Maintenance of notice boards. Preparation of welcome packs for new members of staff. Maintain a database of departmental staff and students, including details such as key issue type, post collection point and contact details (using Excel and Word). Develop and maintain database to capture information such as occupation of space, phone numbers, email addresses etc. Maintain an accurate departmental post list, including leavers. Maintain an accurate small equipment log/asset register. Creating files for new appointments and grants. Collect daily morning delivery of milk from ground floor reception and deliver it to the Departmental Kitchen. Collect parcels from the ground floor security desk at least twice daily, maintaining a logbooks of parcels and emailing recipients to notify them that parcels are ready for collection. Parcels are often large and heavy Maintenance of the departmental parcel log. Follow up queries regarding deliveries and manage associated paperwork, responsible for the secure storage of all packages not yet collected. Deliver post to pigeon holes within the department at least twice daily. Arrange the sending of packages by courier as and when requested. The packages are sometimes large and heavy. Collect and hand deliver items within College as and when required, most notably expense claim paper work to Accounts Payable at least three times a week. Responsibility for the reporting and delivery of lost property items. Collection of small items from suppliers external but local to UCL, on request of the Departmental Administrator or Line Manager. Maintenance Manage reported Departmental defects, taking the appropriate action to fix the issues as necessary, whether this be to report this at local level, or submit an Estates maintenance request. Liaising with Estates and Estates Contractors re minor works and redecorating as required. Report and follow-up security matters. Initial assessment of problems with, and minor maintenance of, departmental assets such as photocopiers, printers, fax machines and AV Equipment. Call out and follow-up of engineers. Ensure main departmental photocopier is kept stocked with adequate paper. Effect the removal of items blocking corridors, stairs and fire exits. Ensure lecture, meeting and examinations room are fit for purpose. Check that equipment in teaching rooms is in working order, daily and follow-up malfunctions with appropriate body. Arrange the collection and receipt of furniture requiring refurbishment as well as assisting in organising and carrying out office moves, which will involve moving heavy items, training will be provided. Arrange for disposal of items. Attendance on a lifting and handling course is mandatory, as is chemical handling training. Check communal areas, particularly meeting and common areas and replenish stocks such as pens / white board erasers and tea and coffee in the coffee room as required. Carry out a twice yearly Safety Walk of the Department with the Safety Officer, taking notes regarding safety hazards and action points during the walk. 2 of 5
Events Prepare venues for Departmental events, including layout and booking of equipment and porters. Assist event organisers with general administrative tasks. Organise the Summer Garden Party and Departmental Christmas Party Other Provide basic cover for other administrative staff as required. Assisting the Lab Technicians with placing and receiving student component orders and sorting for student collection as well as monitoring student expenditure on projects. Instruct new members of staff / visitors regarding procedures as appropriate to areas of responsibility, including where to obtain ID card from, introducing the new staff to our IT Support Team and where the fire safety meeting point is. Maintain an awareness and observation of fire and health and safety regulations. To continue to develop skills and knowledge in work practices, policies and procedures Attend staff meetings and training as required Carry out any other duties as are within the scope, spirit and purpose of the job, the title of the post and its grading as requested by the Departmental Manager or Head of Department. Following suitable training, the postholder will also have the opportunity to become a DSE (Display Screen Equipment) Assessor. The postholder will also have the opportunity to train as a Departmental Fire Evacuation Marshall and Departmental First Aider. The postholder will be expected to attend the Manual Handling & Lifting Practical training course. The above is not an exhaustive list of responsibilities but covers the main components of the role. The post holder may be asked to carry out other specific tasks and duties as required by the Departmental Administrator. These duties and responsibilities may be subject to change. CHAIN OF RESPONSIBILITY REPORTS TO Deputy Departmental Manager RESPONSIBLE FOR (no. of staff) N/A Essential Desirable Educational Qualifications Educated to at least A-Level standard or equivalent Information Technology Skills Competent with standard IT packages including spreadsheets, word processing, web and email. Experience with using Portico and/or similar student information systems Working Practices Experience with working within a higher education and/or service environment Strong organisational skills with close attention to detail. Effective time management skills including the ability to prioritise, work to deadlines and manage workload. 3 of 5 Experience with admissions within a Higher Education Institution Experience with taking minutes/notes of meetings
To be able to work independently and as part of a team, and flexibility when required. Understand the necessity of protecting departmental assets. Experience with handling confidential information. Personal Attributes The ability to communicate effectively (written and orally) with people at all levels of the University and with external contacts. The commitment to bring projects and tasks to a satisfactory conclusion by overcoming and resolving problems. The post holder must be efficient and welcoming both in person and other communications and keen to provide a professional customer-facing service to staff, students and visitors. Experience of dealing with contractors/builders and ensuring building/refurbishment projects are completed to a high standard. Previous experience with minor maintenance of electronic equipment and general DIY skills. University College London (UCL) was founded in 1826 as the third university in England, after Oxford and Cambridge. UCL was however the first university in England to admit students of any race, class or religion, and the first to welcome women on equal terms with men. UCL is now the largest comprehensive university in London with more than 4,000 academic and research staff in 72 departments. The main campus of UCL is located in central London, just a few minutes walking distance from British Museum, West-End and Thames River. The Department of Electronic and Electrical Engineering at UCL was established by Professor Sir Ambrose Fleming in 1885 and has a very strong research culture, state-of-the-art research equipment and facilities, and a very rich history of many fundamental research achievements in electronic and electrical engineering. The Department currently hosts international renowned research groups in Communications and Information Systems; Photonics; Optical Networks; Sensors, Systems and Circuits; Electronic Materials and Devices and Nanotechnology. For more information about the department and our research achievements, please visit the website http://www.ee.ucl.ac.uk Further information regarding UCL can be found at: http://www.ucl.ac.uk 4 of 5
HOW TO APPLY Informal enquiries regarding the post can be addressed to Vicky Coombes (v.coombes@ucl.ac.uk), tel +44 20 7679 7307 All applications should be submitted via UCL online recruitment system at the following link: http://www.ucl.ac.uk/hr/jobs and search for reference 1622158 For questions regarding the application process please contact Vicky Coombes at v.coombes@ucl.ac.uk quoting reference 1622158 We particularly welcome applications from black and minority ethnic candidates as they are under-represented within UCL at this level. 5 of 5