Vacancy Type/Job category
Estates – FR&A - Admin
£24,715 - £28,131 per annum.
University of Warwick, Coventry
Two full-time, permanent positions. 36.5 hours per week.
The Estates Office looks after the Warwick University campus - the land it's built on and the buildings it's made up of and has circa 1000 members of staff.
We have a set of values which we look to all employees to work to and embody as excellent representatives of our department:
• Professionalism • Ownership • Respect • Teamwork
We have 2 vacancies to join the team as Senior Administrators. If you have a flexible approach to your work and are committed to providing high quality business administrative support, then you may be what we are looking for.
The role would be based supporting sections of the Estates team on a day-to- day basis, and work would come from the Head of Section & managers in the area you support. However, you would report to the Office Administration Manager to ensure consistency of both delivery of service and interpretation of processes across the department, meaning you need to be adaptable to work in other sections from time to time.
In this busy and varied role you would play a key role in delivering high quality business administrative support to staff. You will be the first point of contact for the Head of Section, managers and staff in the area you support, in terms of process, procedures and policies. For example, end to end recruitment of staff, managing, arranging and recording of training for all staff, expert on the HR system to support managers and individuals. You will be dealing with a wide range of people every day, and no two days will be the same.
In making these appointments the Office Administration Manager is seeking administrators who, among other qualities, can demonstrate:
• Evidence of well-developed administration skills and a high level of IT literacy, to include experience of manipulating and extracting data within Excel, SharePoint & Word as well as Microsoft Teams for communicating and storage of files.
• Flexibility to be involved in a number of operational support activities at the same time, and to be able to adapt to a changing working environment, along with the ability to work with a high degree of accuracy, attention to detail and confidentiality.
• Excellent planning & organisation together with problem solving abilities in order to achieve deadlines when faced with conflicting demands.
• Experience of taking minutes and collating action points at formal meetings.
• Excellent written and verbal communication skills through a range of relevant media (e.g. face to face, email, telephone and Microsoft Teams), along with the ability to form strong working relationships with colleagues across the Estates department and the rest of the University.
• Experience of delivering excellent customer service through effective team working and the ability to work effectively in a matrix organisational context.
We will consider applications for employment on a part-time or other flexible working basis, even where a position is advertised as full-time, unless there are operational or other objective reasons why it is not possible to do so.
Enquiries about the role can be directed to Angie Dumper, Office Administration Manager on 02476 528273.
Interview Date: TBC.
To provide high quality and timely administrative support to relevant stakeholders across various sections within the Estates Office.
The post-holder will be based within one section on a day to day basis, but report to the Office Administration Manager to ensure consistency of delivery of service and interpretation of processes. The role holder will be expected to deal with confidential personnel matters as well as producing reports to line managers as needed.
DUTIES AND RESPONSIBILITIES
1. Provide day-to-day admin duties for the department, including putting together technical specifications, minutes of meetings, financial summary data, and formal committee paper preparation, supporting managers with presentations. Also dealing with telephone queries, arranging meetings, diary management, filing records and taking minutes. Also managing the uniform requirements including stock control and ordering and updating the department website.
2. Use the Opera system (e procurement) and SAP system to generate purchase requisitions in priority order and a timely manner, and ensure goods are receipted in a timely manner. Use systems to provide detailed financial reports on budget expenditure to the managers for their relevant budgets.
3. Identify requests that require urgent or emergency action and contact the necessary people quickly. For example, trade supervisors or framework contractors.
4. Liaise with the appropriate, pre-qualified, contractors or liaise with appropriate person to arrange attendance on the Campus to complete works whilst ensuring that all relevant stakeholders are informed of attendance.
5. Ensure that HR related matters that are outside of the HR function scope are completed within the section, either personally or through the Administrative Assistant, including but not limited to the following, but always maintaining confidentiality at this level :
a. Being the Investigating Officer for all disciplinary/capability investigations – interviewing staff, producing reports, presenting at hearings. Also coordination of hearing and liaising with managers and HR throughout the process.
b. Keeping personnel files up-to-date, including ensuring accurate holiday/sickness records are maintained and accurate returns are provided to HR. Also keeping track of fit note end dates. Highlighting to managers any concerns re sickness absence for their staff.
c. To work in conjunction with HR and the line manager, managing the recruitment service across the department. Assist line manager in amending and developing job descriptions. Assist in shortlisting of candidates and be part of interview panels as appropriate.
d. To be the department contact for immigration queries liaising with Central HR to ensure that visas are valid and dealt with appropriately.
e. Organising and co-ordinating bespoke induction programs for new starters with the section, which is beyond the core induction program.
f. Advising line managers on probation periods and fixed term contracts. Ensuring all records are maintained and returned to HR in a confidential manner.
g. Ensuring the completion of all necessary paperwork to ensure the University procedures are met in a timely manner for the appointment of new staff.
h. Keeping accurate training and contact records for individual members of staff, producing information on training requirements, assist in locating training providers, booking courses and monitoring attendance at courses.
i. Assist the line managers in arranging Occupational Health visits. Contacting Occupational Health and co-ordinating visits by members of staff.
j. Processing payroll information absence and overtime sheets. Also including booking and managing Unitemps staff and authorising timesheets.
k. Dealing with queries from staff regarding leave entitlements and leave taken.
6. Produce various formal documents as required, word processing the information provided by technical experts ensuring a consistent style and ensuring all sections of the documents are included either electronically or on paper as a final version, and the documents are saved appropriately in the correct location for later retrieval. The production of formal committee papers, ensuring the papers are in the correct format for the meeting.
7. Use proprietary electronic databases such as Quantarc – Quemis, Concerto, to update information and records; generate new records as requested by others; enter feedback on the records into the system; provide customer feedback as required in response to queries with respect to the system and generate reports as requested by the use of other software such as Excel.
8. Help desk support, to provide holiday cover as required for the Estates Help desk, providing a customer facing service ensuring high level customer service, receiving the work request with enough technical information for the technical staff to understand the problem, processing the request in Quemis, providing the customer with the work request number and passing the work via the asbestos process before issuing the request to technical staff.
9. To be proactive in recommending process improvements to processes across the whole department.
10. Any other duties as required in keeping with the level of the post.
This list is not exhaustive and will be reviewed periodically when adjustments may be made.
The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.
Essential Criteria 1
Educated to GCSE level standard or equivalent including a 5/C or above in English & Maths. (a,c)
Essential Criteria 2
Experience of working in a business administrative environment, dealing with queries and providing advice and guidance. (a,c)
Essential Criteria 3
Experienced in the use of Sap/Opera or similar finance packages with the ability to generate reports and presenting findings. (a,c)
Essential Criteria 4
Strong administration and organisation skills. (a,c)
Essential Criteria 5
Excellent IT skills including word processing, databases, spread sheets and web page design. (a,c)
Essential Criteria 6
Excellent customer care and customer focused skills. (a,c)
Essential Criteria 7
Ability to work on own initiative as well as in a flexible team environment. (a,c)
Essential Criteria 8
Experience of maintaining electronic records on a management information system. (a,c)
Essential Criteria 9
Ability to work to deadlines. (a,c)
Essential Criteria 10
Ability to work with a high degree of accuracy, and with attention to detail and confidentiality. (a,c)
Essential Criteria 11
Excellent written and verbal communication skills through a range of relevant media (e.g. face to face, email, telephone, MS Teams). (a,c)
Desirable Criteria 1
Educated to A level standard. (a,c)
Desirable Criteria 2
Customer Service or Business Studies NVQ Level III. (a,c)
Desirable Criteria 3
Experience of producing and publishing web pages that are generally of a text nature but may include some outputs from spread sheets or databases. (a,c)
Desirable Criteria 4
Experience of providing administrative support within a busy technical environment is desirable. (a,c)
For further information about the University of Warwick, please read our University Further Particulars.
For further information about the department, please visit the departmental website.
Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse, and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.
We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here.
The University of Warwick holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students. Further information about the work of the University in relation to Athena SWAN can be found at the following link: Athena Swan (warwick.ac.uk)
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28 May 2023