Administrative Assistant – grade E

Job Description

Job Title : 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, reception, 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

Job Purpose:
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
To assist in the safe management of contractors.
Main Duties and Responsibilities:
1. 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.
2. Provide general & technical administrative support to the Estate Services department to include the processing of car park permit requests, assisting with issuing keys, ordering uniform, supporting Contractor
Management processes, the maintenance of records, assisting in the production of specifications and quotations and co-ordination of all information held on Suppliers .
3. 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.
4. To be 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. Remove text in yellow
5. Operate the bookings system for the 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.
6. Utilise the appropriate software to ensure all car parking permit requests are processed, to include the management of the database and liaising with colleagues across the University to ensure accurate staff salary deductions.
7. 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.
8. 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.
9. To arrange and service meetings, prepare agendas, minute meetings, distribute action sheets, maintain
records and check actions taken

Work Experience
Experience of providing administrative
support to a large multi-disciplinary
team.
Experience of being part of a team
providing a customer focussed 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.

Education /Qualifications
A range of GCSE’s 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.

Skills /Abilities
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 independent