Administrator

Full time
Open ended
The closing date for applications is midnight on Thursday 14 March 2024.
Interviews are expected to take place on Wednesday 27 March 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 role will be based within the Estates & Campus Services Directorate reporting directly to the PA/Directorate Support Manager. You will be part of a team that provides administrative, financial and clerical support to a diverse and broad group of managers, supervisors and trade staff and contractors.

As the first point of contact within the office you will be responsible for delivering an efficient and effective customer focused service to both internal and external customers.

The candidate should have a sound grounding in administration as well as some financial experience and be very customer focused. It is essential that the candidate can demonstrate excellent interpersonal 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. Previous experience of working within a multi-disciplined environment would be an advantage.

This is a full time post working 36 hours per week over a general core pattern of 8.45 am to 5.00 pm Monday to Friday.

Help Desk /E&CS Receptions/Car Parking/Lost & Found/Stores

• Provide a friendly and professional customer focus to internal and external visitors to E&CS, ensuring an excellent first point of contact for all via face-to-face, telephone or e-mail
• Logging and dealing with various requests received by E&CS using a variety of systems, and identifying/escalating those requiring urgent attention
• Prepare weekly pre-planned maintenance work orders and distribute to appropriate supervisors
• Issue keys to contractors and staff, ensuring an accurate up to date record is maintained
• Monitor work orders with managers/supervisors and customers as required to ensure faults have been fully resolved
• Communicate effectively at all levels, display excellent interpersonal skills and be able to work effectively within a team
• 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
• Carry out other relevant and reasonable duties as directed by your line manager or a member of the Estates & Campus Services senior management team

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
• Prepare and review management reports and reconcile expenditure

Health & Safety Training Records

• Maintain records for any H&S training carried out within E&CS
• On behalf of managers, contact external training companies to arrange H&S training and book venues and equipment required for the day
• 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 E&;CS 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 E&CS 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 Estates & Campus Services senior management 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

• 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

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 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