Operations Assistant

We are seeking a reliable and detail-oriented Finance Assistant to join our team. This role is ideal for someone who enjoys delivering high-quality financial administration, processing transactions accurately, supporting colleagues and stakeholders, and ensuring compliance with financial policies and procedures.

The position is set to commence asap and will be from 36.5 hours per week for 12 weeks (with a pay rate of £14.98 per hour + holiday pay).

Main Duties

Front of House

• Support the Gallery Team by occasionally spending time on the floor yourself.
• Oversee accurate recording of data associated with Front of House, Operations, and commercial activities.
• Alongside the Front of House Supervisors, be the first point of call for handling escalated customer queries or complaints, or for any non-compliance or identified risks.Escalate these to the HOP and the Executive Team as and where appropriate.

  Commercial

• Assist the HOP in maximising commercial revenue.
• Administer the group bookings process for self-guided visits.

Finance

• Under the supervision of the HOP, and with guidance and support from the Shared Finance Team,
• Be responsible for reconciling the departmental Barclaycard (1 card) purchases using approved University templates and ways of working. Ensure all purchases are approved in advance in line with University Financial Regulations and departmental policies.
• Be responsible for making purchases on the departmental Barclaycard, under the direction of the HOP.
• Process the department’s the cash handling and banking, in accordance with University policy and best practices.
• Proactively liaise with the Shared Finance Team to arrange the raising and receipting requisitions and purchase orders on the Oracle financial system, and the payment of invoices.

  Health & Safety and Security

• Support the HOP in promoting an active culture of health, safety, and security awareness and improvement.Under the direction of the HOP, maintain departmental Risk Registers, health & safety and security records and check schedule, incident logs and reviews, and training records.
• Hold the roles of First Aid Coordinator, Accident Report Coordinator, Contractor and Visitor Coordinator, in accordance with the Museum’s Statement of Safety Organisation. Carry out the weekly fire alarm test.Ensure adequate site cover is scheduled in line with the Museum’s First Aid Needs Assessment and lone working requirements.

• Staff, volunteers and visitors
• Ensure an excellent, efficient, effective and welcoming environment in both the public and back-of-house areas of the Museum, supporting the wellbeing of staff, volunteers and visitors.
• Support HR in carrying out induction sessions for all new staff and Front of House volunteers.

  Events and public programme

• Support all operational elements of the Museum’s public and commercial programmes.
• Where required manage and supervise the operational delivery of private and special events.This will include evenings and weekend working.

  Buildings, Facilities & Project Management

• Under the direction of the HOP ensure all spaces of the museum are tidy and appropriately maintained. This includes liaising with the Museum’s cleaning and waste management contractors, and University Estates Services and IT teams.
• Log maintenance issues and works with OU Estates via the PlanOn system, and ensure that works are appropriately scheduled and supervised.
• Maintain and administer site systems (e.g. sign-in and fault logging) under the direction of the HOP.

  General Administration

• Act as first point of contact in the administration office for staff, contractors and visitors. Respond to general enquiries by phone and email, interpreting Museum, University and external regulations and escalating as appropriate.
• Under the guidance of the HOP, be responsible for team communication and office administration. This includes collating and circulating information related to operations, maintaining mailing lists, telephone arrangements and the departmental calendar, making arrangements for parking.
• Follow administrative procedures, write new office procedures and set up new office systems where necessary.Monitor and maintain stationery and refreshment supplies.

  University & GLAM Duties

• Work with colleagues across GLAM to share best practice and help support delivery of any relevant GLAM initiatives.
• Support Museum data collation, reporting and submissions.

  Other Duties

• Support the HOP by participating and engaging with emerging projects helping to ensure their continued success.
• Undertake personal development and skills training as required.

• Comply with the university policies and procedures where applicable.
• Undertake any other duties delegated or requested by the HOP and commensurate with the role.

Selection Criteria:

• A basic DBS check will be required.
• Experience in front-of-house or customer service roles
• Confident in handling and escalating customer complaints and queries appropriately.
• Strong administrative and organisational skills, including managing emails, and general enquiries.
• Demonstrable commitment to working to high standards and in being proactive in identifying needs and proposing solutions.
• A demonstrably strong communicator (verbal and written) with a high degree of numeracy.
• Excellent interpersonal skills, and an enjoyment of interacting with a diverse range of people. The ability to forge and maintain effective working relationships with colleagues, partners, and suppliers at all levels. The ability to negotiate and influence at all levels.
• Possess initiative and attention to detail.
• Demonstrable ability to stay calm under pressure, using sound judgement to make decisions in demanding situations.
• Understand Health & Safety, Security and housekeeping issues.
• Flexibility with working hours over seven days, including evenings, weekends, and Bank Holidays.

Vacancy ID: 24379

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