We are seeking an organised and customer-focused Administrator to join our University Parks team. This role is ideal for someone who enjoys providing a high-quality first point of contact, coordinating events and meetings, supporting purchasing and HR administration, and ensuring the smooth and efficient running of day-to-day operations.
The position is set to commence ASAP and will be from 16-20 hours per week for 12 weeks (with a pay rate of £14.98 per hour + holiday pay).
Main Duties:
- Act as first point of contact in the University Parks team for general queries. Respond to general enquiries interpreting University and external regulations as appropriate.
- Make administrative arrangements for training and events including room booking, catering, travel and accommodation arrangements for staff
- Follow administrative procedures, assist in writing new office procedures and set up new office systems in conjunction with the Events and Administration Manager.
- Use Oracle Financials system for purchasing or/and accounts payables, or other responsibilities as directed.
- Assist with preparation of permits and updating of associated records.
- Maintain mailing lists and telephone lists; order mobile phones and new equipment for new and existing members of staff as required.
- Responsible for the maintenance of staff training records including information requested by Estates Services on behalf of the Parks management team.
- Act as first point of contact for Customer Service within the University Parks teams and assist the CSE Administrator with collation of data and gathering of information to attain and maintain the CSE accreditation for the University Parks team
- Organise meeting for Parks colleagues including, where required, the taking of minutes/action notes, room preparation and catering arrangements
- Receive and distribute incoming and outgoing internal and external post and other deliveries
- Undertake administrative tasks, as may be requested by the Parks Manager Team, from time to time
- Liaise with Parks Events and Administration Manager and purchasing and administration assistant to co-ordinate work flows and priorities.
- In collaboration with the Estates HR, assist with the administration for staff recruitment and leaver processes
- Receive and respond to general personnel queries
- Arrange renewal of University identity cards, and maintenance of records - Operate the staff/visitor/contractor access card system
Selection Criteria:
- Experience using Oracle R12/ Automate
- Experience of managing administrative processes and reception or customer facing work
- Ability to interpret, apply and communicate regulations and procedures
- Ability to use standard computer programs (Outlook, Word, Excel, Explorer) and experience of using databases
- Ability to interpret, apply and communicate regulations and procedures
- The ability to work independently, with minimum supervision, and a willingness to resolve situations, as well as knowing when to refer issues to others
Vacancy ID: 24120
Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so.
Further information can about the Temporary Staffing Service can be found on our website https://www.jobs.ox.ac.uk/temporary-staffing-service