Operations Administrator

The Operations Administrator will be based within the Faculty of Arts and Humanities but will be affiliated and work within one or more academic departments. The role is to provide proactive support working within Departmental and cross-Departmental teams. The role holder will be expected to undertake administrative tasks and support processes that underpin the delivery of the Faculty and Department Strategies, particularly with respect to teaching, research and related operations, demonstrating a commitment to customer service excellence.

The successful candidate will provide direct support to the Faculty Operations Manager and Departmental Managers on a range of operational tasks which typically include:
- Managing an operations administration shared email account and responding directly to inquiries from both staff and students in allocated departments
- Processing room bookings, setting up online and in-person meetings and coordinating event planning and diaries
- Supporting the Department Manager with the processing of part-time teaching payment claims and other ad hoc payments
- Carrying out routine Health and Safety checks and liaising with Estates and Facilities on a range of maintenance issues
- Processing of documentation for Honorary Fellows and visitors
- Liaising with stakeholders across the University and external to the University
- Committee servicing
- Support for updating web pages and social media accounts

Core responsibilities:
- Provide a responsive and proactive support service for stakeholders, in particular with respect to academic staff, University and Departmental colleagues and external partners and, as required, to the student body
- Focus on checking stakeholder requirements to ensure the delivery of excellence with the frontline stakeholder experience
- Provide a prompt response to service users answering and recording standard queries and bookings for activities and/or events, referring to other staff and departments as appropriate
- Contribute to the planning of team activities, work and deadlines to ensure the smooth running and timeliness of service particularly with respect to members of staff (academic and non-academic) and visitors from pre-contract/arrival, through induction and onwards
- Solve day-to-day routine problems and source background information within the role
- Record data and information accurately and provide reports as required to team members and more experienced staff, to include confidential material relating to personnel, research contracts etc.
- Deal with information requests finding solutions or escalating queries where necessary
- Be flexible in approach to accommodate the needs of team members and/or service users
- Assist team members to organise, plan and prepare for events, meetings and activities such as staff induction, research meetings, external stakeholder meetings, seminar series etc.
- Liaise with internal and external colleagues and organisations to pass on information
- Apply professional and regulatory procedures and processes and use of systems
- Liaise and collaborate with staff in other areas of the organisation to ensure a seamless, smooth and efficient service
- Resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members

Role responsibilities:
- Work with team members to ensure the smooth running of administrative processes to support staff, students, visitors and business activities
- Apply standard professional and recognised regulatory procedures to process, check and reconcile anomalies within data and information sets
- Compile, record, store and archive data and information to ensure the accuracy and safety of information, particularly with respect to personnel, health and safety, contractual/service documentation
- Liaise with members of academic staff and representatives from other service areas, and external professional organisations and agencies where necessary
- Use standard office-based digital systems, tools and equipment to carry out data recording, communications and networking
- Provide service and support for networks, committees and meetings, to draft and distribute documents and communications in standard professional formats
- Process and update key business documentation, particularly with regard to HR policies, Health and Safety, business assurance etc.
- Liaise with internal and external suppliers and specialists with the organisation, planning and delivery of services, activities and events
- Make venue, catering, travel and/or equipment arrangements for events, meetings and activities to support staff recruitment, research, teaching and network building with internal and external stakeholders
- Any other reasonable duties

Specific role requirements:
- Ability to work out of normal office hours on occasion and with notice, e.g. to support events
- This post is full-time (1FTE)

Essential criteria:
1. Five GCSEs at least Grade C or level four (or equivalent) including English Language and Mathematics or equivalent experience
2. Demonstrable experience of working in a busy office environment delivering front line administrative services or having relevant qualifications for the role
3. Demonstrable experience of managing time to meet deadlines and working under pressure without compromising on quality
4. Good spoken and written communication skills
5. Good digital skills including experience in using digital devices and apps including the internet, email, digital communication tools, Microsoft 365 applications, digital booking systems
6. Committed to continuing professional development
7. Ability to solve problems and resolve straightforward issues yourself and as part of a team
8. Ability to provide advice and guidance to a range of colleagues and customers
9. A high level of discretion and the ability to maintain confidentiality

Desirable criteria:
- Post-16 qualification or equivalent experience
- Relevant administrator experience in a busy office environment
- Experience of working in Higher Education

Benefits:
- 27 days annual leave per year in addition to 8 public holidays and 4 customary days (39 days total)
- The University closes between Christmas and New Year
- Parking across campus, cycle to work scheme, and discounts with local bus and train companies
- Exclusive discounts via benefits portal including supermarkets, high street retailers, IT products, eating out and days out
- On-site nursery rated Outstanding by Ofsted, and holiday camps for children aged 5–16
- Wide-ranging health and wellbeing support including discounted membership for sport and gym facilities and access to a 24-7 Employee Assistance Programme
- Volunteering opportunities
- Family friendly policies including maternity and adoption leave among the most generous in the higher education sector
- Career development opportunities including qualifications, IT skills, courses and apprenticeships
- Generous pension schemes