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Mae'r hysbyseb swydd hon wedi dod i ben ac mae'r ceisiadau wedi cau.
Administrative Assistant
| Dyddiad hysbysebu: | 31 Mawrth 2024 |
|---|---|
| Cyflog: | £12 yr awr |
| Oriau: | Llawn Amser |
| Dyddiad cau: | 30 Ebrill 2024 |
| Lleoliad: | Preston, Lancashire |
| Cwmni: | Brackenberry Limited |
| Math o swydd: | Dros dro |
| Cyfeirnod swydd: | RQ1230626 |
Crynodeb
We are working closely alongside UCLA to assist with the appointment of an Administrative Assistant, on a 3-month contract, likely to be extended at clients discretion. Please apply with your CV for immediate consideration.
Rate of Pay: £12 per Hour PAYE
Job Purpose:
1. 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.
2. Provide administrative support to the Estate Services Teams
3. 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.
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.
10. Procure and manage the Estates Services office stationery supplies and assist in the procurement of miscellaneous purchases e.g. Personal Protective Equipment and uniform.
11. To be mindful of regulations and legislation on both GDPR and freed of information and to safeguard standards of security /confidentiality.
12. Other duties as commensurate with the grade and as directed by the Administration Manager
Please note:
You should be available to work immediately or at a short notice.
You should have right to work in U.K
Disclaimer: Brackenberry Ltd is acting as an Employment Business in relation to this vacancy. We are committed to equality in the workplace and is an equal opportunity employer. Unless otherwise stated all of our roles are temporary, though assignments can be and often are, extended by clients on a longer term basis and can sometimes become permanent. Important: We will interpret your application as being permission to submit your CV to this role (with the right to represent you) unless you advise us to the contrary. Your DBS must be either through us or be accompanied by a subscription to the DBS updating service.
Rate of Pay: £12 per Hour PAYE
Job Purpose:
1. 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.
2. Provide administrative support to the Estate Services Teams
3. 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.
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.
10. Procure and manage the Estates Services office stationery supplies and assist in the procurement of miscellaneous purchases e.g. Personal Protective Equipment and uniform.
11. To be mindful of regulations and legislation on both GDPR and freed of information and to safeguard standards of security /confidentiality.
12. Other duties as commensurate with the grade and as directed by the Administration Manager
Please note:
You should be available to work immediately or at a short notice.
You should have right to work in U.K
Disclaimer: Brackenberry Ltd is acting as an Employment Business in relation to this vacancy. We are committed to equality in the workplace and is an equal opportunity employer. Unless otherwise stated all of our roles are temporary, though assignments can be and often are, extended by clients on a longer term basis and can sometimes become permanent. Important: We will interpret your application as being permission to submit your CV to this role (with the right to represent you) unless you advise us to the contrary. Your DBS must be either through us or be accompanied by a subscription to the DBS updating service.