Administrator (Internal Only)

Post Details

*Internal Applicants Only*

Full time
Open ended

The closing date for applications is midnight on Tuesday 20 February 2024.
Intervews are expected to take place Monday 26 February 2024.

There is an expectation that work will be undertaken in the UK.

This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.

The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity.

The Post

As a Grade 4 Administrator within our Estates & Campus Services Directorate (ECS) you will come under the responsibility of the PA/Directorate Support Manager. The ECS Administrator will be expected to provide a proactive, comprehensive administrative, financial, and helpdesk service to a multi-disciplinary diverse and broad group of managers, supervisors, trade staff and contractors to ensure that administration of the Directorate is efficiently and effectively delivered.

As the first point of contact you will show a genuine desire to assist and enhance the overall customer experience for internal and external customers. To act professionally and maintain confidentiality of information.

The candidate should have a sound grounding in administration as well as financial excel experience and be customer focused. It is essential that the candidate can demonstrate excellent people skills as well as being able to demonstrate a high level of customer service awareness and the ability to work under pressure either as part of a team or individually, with enthusiasm, motivation and confidence. Experience of a multi-disciplined environment would be an advantage.

Full-time hours of work are 36 hours per week (or pro-rata) worked between 8.00 am and 5.00 pm Monday to Friday.  This post is based on campus.

Description of Duties

Help Desk /ECS Receptions/Car Parking/Lost & Found/Stores

• Provide a friendly and professional customer focused, first point of contact for internal and external visitors to ECS; whether in person, telephone, e-mail or other communication strands
• Log and deal with various requests for works / enquires to ECS using a variety of systems, and identify/escalate those requiring urgent attention
• Contact contractors and suppliers to follow up on works / orders / enquires to ensure any outstanding issues are resolved and where appropriate to escalate issues to supervisors and managers 
• Issue keys/fuel cards to contractors and staff, ensuring an accurate up to date record is maintained including follow up on non returned keys / fuel cards
• Monitor and identify helpdesk work orders with managers / supervisors and customers as required to ensure faults have been fully resolved
• Work flexibility and be prepared to provide administrative support in other areas of the Service as and when required
• Work under pressure and deal with difficult situations
• Commit to on-going personal development for which support will be provided
• Assist with car parking as and when required
• Provide assistance with processing of Stores indents, ordering of parts and booking in of deliveries to systems

Financial

• Prepare, check and process purchase orders, invoices, fuel and credit card statements approving expenditure to agreed limits, and investigating and reconciling any discrepancies
• Prepare BACS/cheque requests
• Work with appropriate supervisors to ensure staff and contractor timesheets and labour recharges are processed accurately
• Process and prepare financial journals
• Raise sales invoices for rentals and other recharges
• Produce system generated management reports and reconcile expenditure

Health & Safety and Compliance Records

• Log and maintain records for H&S training
• Log and maintain records for Compliance documentation
• Log risk assessments onto appropriate systems
• On behalf of managers, contact external training companies arrange H&S training including booking venues, equipment and catering required for the training event
• Follow up and arrange H&S refresher courses
• Attend as a member of the H&S Committee and take minutes as and when required

General Office Duties

• Prepare a variety of reports from different ECS systems
• Arrange meetings and manage diaries as required
• Prepare letters/documents/reports/presentations
• Create and maintain spreadsheets and templates for recording information for analysis etc.
• Arrange staff travel including flights and accommodation
• Arrange for ECS vehicles to be booked in for repair / servicing / MOT
• Minute/note taking as required
• Help to create, develop, and maintain filing systems both paper and electronic
• Undertake photocopying/printing
• Distribute mail within the office
• Undertake other administrative/ad-hoc duties as required including support/cover for other colleagues within the Directorate
• Carry out other relevant and reasonable duties as directed by your line manager or a member of the ECS senior management team

Essential Criteria

• Communicate effectively at all levels, display excellent people skills and be able to work effectively within a team
• Good educational background (to at least NC in a Business Administration related subject) or equivalent recent relevant office admin experience in a front of house first line Help Desk/Reception environment
• Excellent communication skills both written and oral at all levels
• Demonstrate a commitment to providing a high-quality service through good customer skills and a determination to keep clients updated and content with progress
• Ability to follow processes and manage own time and effort to comply with procedures
• Ability to prioritise own workload/incidents and/or requests and manage through to completion
• Ability to work as part of a team
• Good organisational and analytical skills
• Ability to establish logical options and generate solutions
• A high level of competence in carrying out a range of clerical tasks including use of standard Microsoft Desktop Software particularly “Word” and “Excel” packages

Desirable Criteria

• Experience of working within a business administration role of a fast paced and complex service orientated organisation
• Experience of using either financial management and/or estate management software systems
• Experience of using Microsoft “Access” software
• Experience of SLA’s and KPI’s to monitor performance and drive improvements

About Us

The Estates & Campus Services directorate comprises three main areas - Property Management, Facilities and Safety, Environment & Continuity and has responsibility for the longer-term development, maintenance and day to day operation of the buildings and grounds which support and add value to the core activities of the University.  This involves providing professional, customer-focused services spanning the following activities with a view to maximising value and efficiency and ensuring that the quality of the estate contributes to the University’s overall reputation:

• development of the estate in line with the strategic priorities of the University
• maintenance of the building fabric, services and grounds
• all legislative requirements
• grounds and sports facilities maintenance
• security and the management of car parking
• provision of reception and lost property services
• safety, business continuity and environmental sustainability

The University

The University of Stirling is committed to providing education with a purpose and carrying out research which has a positive impact on communities across the globe – addressing real issues, providing solutions, and helping to shape society. Stirling is 4th in Scotland and 43rd in the UK for research impact, with 87% of its research having an outstanding or very considerable impact on society – and more than 80% rated either world leading or internationally excellent (Research Excellence Framework 2021).

The University of Stirling is ranked among the top 30 UK universities for student satisfaction (National Student Survey) and top 30 in the UK for postgraduate student experience (Postgraduate Taught Experience Survey), and has an overall five-star rating in the QS Stars University Ratings.

More than 17,000 students study with the University of Stirling globally, with over 140 nationalities represented on its scenic central Scotland campus alone. The University – also home to 1,700 staff – is ranked first in the UK and top three in the world for its campus environment (International Student Barometer 2022, wave two). Ranked first in the UK and top five in the world for its sports facilities (International Student Barometer 2022, wave two), Stirling is Scotland's University for Sporting Excellence. Its world-class facilities provide the perfect training environment for the University’s sports scholars – many of whom compete at the highest level, including at the Olympics and Commonwealth Games – and for students, staff, and the wider community.

The University has twice been recognised with a Queen's Anniversary Prize – the first for its Institute for Social Marketing and Health (2014) and the second for its Institute of Aquaculture (2019).

The University is a signatory to the £214 million Stirling and Clackmannanshire City Region Deal and a central partner of the Forth Valley University College Health Partnership.
www.stir.ac.uk @stiruni