Administrative Assistant – grade E

University of Central Lancashire; Lancashire; On-site; GBP 40,000 - 60,000; Full time

Job summary

A reputable university in England is seeking an Administrative Support Officer to provide first point of contact for students and staff while addressing various queries and offering administrative assistance. Candidates should have GCSEs in English and Maths or equivalent experience, along with strong organizational and communication skills. The role includes managing bookings, processing requests, and supporting multi-disciplinary teams. A competitive salary is offered.

Qualifications

• GCSEs including English and Maths (minimum grade C) or equivalent experience.
• Experience in supporting a large multi-disciplinary team and customer-focused service.
• Proficiency in Microsoft Office applications.

Responsibilities

• Respond to inquiries related to Estate Services and Helpdesk.
• Provide administrative support including processing permit requests.
• Manage bookings for visitor parking and organize events.

Skills

Organisational skills

Communication skills

IT proficiency (Outlook, Word, Excel)

Education

GCSEs including English and Maths

Tools

CAFM software

Bookings software

Job description

Job Category: Admin & Clerical

Location: Preston Campus, University of Central Lancashire

Hours Per Week: 36.25

Start Date: Immediate start

Start Time: 07:30

End Time: 15:00

Salary: £12.09

Job Description:

The role involves providing first point of contact for students, staff, and visitors, addressing Estate Services Helpdesk, reception, Car Parking, and Contractor Management queries using CAFM and Bookings software. Administrative support to Estate Services Teams and assisting in contractor management are key responsibilities.

Main Duties and Responsibilities:

• Respond to enquiries related to Estate Services, Helpdesk, Car Parking, and Vehicle administration, ensuring courteous and timely responses. Support Travel Plan queries in collaboration with the Travel Plan Co-ordinator.
• Provide administrative support, including processing permit requests, issuing keys, ordering uniforms, supporting Contractor Management, maintaining records, and coordinating supplier information.
• Follow procedures for the effective operation of Helpdesk, Car Parking, and contractor processes. Assist with contractor liaison to ensure timely project completion and budget adherence.
• Communicate within Estate Services and across the University, relay information promptly, process maintenance requests, and coordinate with Maintenance and Contractors.
• Manage bookings for visitor parking and organize parking for events, maintaining the events master list in coordination with Car Park Controllers.
• Use software to process permit requests, manage databases, and liaise with colleagues for staff salary deductions.
• Handle cash and credit transactions, reconcile daily, issue petty cash, and manage parking banking, following university procedures.
• Process correspondence and invoices, ensuring timely payments, and maintain filing systems for the department.
• Arrange and service meetings, prepare agendas, minute meetings, and monitor action points.

Work Experience:

Experience in supporting a large multi-disciplinary team, providing customer-focused service, and using computers for word processing, database management, and report generation. Experience in document management and support procedures development is desirable.

Education / Qualifications:

GCSEs including English and Maths (minimum grade C) or equivalent, or significant experiential learning. Microsoft qualification or similar in spreadsheets and word processing.

Skills / Abilities:

Strong organisational skills, accuracy, and attention to detail. Proficiency in IT packages like Outlook, Word, Excel. Excellent communication skills. Flexible approach, task completion orientation, and ability to handle challenging situations. Ability to work independently.