Operations Support Officer

Aberystwyth University; Aberystwyth; On-site; GBP 22,000 - 30,000; Full time

Job summary

A leading Welsh university is seeking a proactive individual for an administrative support role within its Global Marketing and Student Recruitment Department. Responsibilities include coordinating event logistics, assisting in university events, and providing excellent customer service. Ideal candidates will have strong organizational skills and experience in customer-facing roles. A commitment to professional development and understanding of diversity and inclusion is crucial. The position offers flexibility, generous leave, and opportunities for personal growth.

Benefits

Flexible working policy

Generous leave entitlements

Commitment to Professional Development

Staff discount for gym facilities

Qualifications

• Work experience in a relevant customer facing role.
• Excellent customer service skills and experience being responsive to customer needs.
• Strong organizational skills with the ability to prioritize and plan work independently.

Responsibilities

• Coordinate freighting for events and ensure materials are sent timely.
• Provide logistical support for exhibitions.
• Assist in organizing university events such as graduations and open days.

Skills

Customer service skills

Organizational skills

Analytical skills

Team collaboration

Attention to detail

Education

A level or equivalent

Tools

MS Office

SharePoint

Job description

The Role

The Global Marketing and Student Recruitment Department is made up of eight teams: International Recruitment and Development, Admissions, Marketing Conversion, Creative Marketing and Media, Events, Global Opportunities, International English Centre, and Student Recruitment and Widening Participation. These are supported by a small Central team, in which this role sits.

Working as part of an administrative support team, and reporting to the Department Operational Manager, this role ensures the smooth running of Global Marketing and Student Recruitment in terms of transporting, supplies, and co‑ordination of delivery to events. The post‑holder will also be required to work on enquiries management and materials dispatch.

To make an informal enquiry, please contact Teleri Lewis at [e-mail].

Successful applicants will be subject to a satisfactory Disclosure and Barring Service Check (DBS) check.

Appointments are normally made within 4 – 8 weeks of the closing date.

What you’ll do

This job description is subject to review and amendment in the light of the changing needs of the University, to provide appropriate development opportunities and/or the addition of any other reasonable duties.

• Coordinate and plan freighting for events, and ensure materials are ordered, packaged, and sent at the appropriate time and by the most cost‑effective means.
• Provide logistical support for exhibitions ensuring exhibition equipment is up to date, in good order and available for members of the department.
• Work with the colleagues across the department and the University approved travel agent to ensure that itineraries of staff working away from the University on business are fully prepared.
• Assist in the organisation of university events including, but not exclusively, graduations, open days and visit days.
• Assist in the organisation of events in which the University is to participate including, but not exclusively, the Eisteddfod and Royal Welsh Show.
• Monitor stocks of print and other promotional materials held by the University and University engaged delivery partners.
• Analysing and maintaining operational data and monitoring product inventories.
• Insure that all offices across the department have the correct supply of appropriate promotional material.
• Management of departmental fleet vehicles; ensuring each vehicle is up to the highest working standard and in safe condition to drive, kept clean, and contains the appropriate equipment and documentation.
• Brief new drivers on vehicles and keep members of staff up to date with the current guidelines of use of GMSR vehicles.
• To assist in the arrangements of travel booking and itineraries.
• Assist with managing data related helping with audit planning.
• With input from colleagues develop and manage a booking system for staff to book required stock for events and visits. Duties will include liaising with academic department contacts about departmental stock for on campus events.
• Taking Minutes and co‑ordinating papers for different meetings and boards.
• Making travel and accommodation arrangements for Conference/course attendance (including for external speakers attending campus) for staff and external speakers.
• Under the direction of the relevant manager, research quotes and liaise with companies to ensure new promotional items meet with Aberystwyth University branding requirements. Communicate with external companies to ensure freight lead times are suitable in line with Aberystwyth University requirements. Advise budget holders on cost and options, while ensuring the university’s green policies are adhered to.
• Responsibility for purchases for the department, including use of the purchasing card, raising purchase orders, tracking delivery and goods receipting. Ensuring orders are raised and processed in line with month end, providing summary information on a monthly basis to the Department Operational Manager and escalating issues to the wider management team as appropriate.
• To undertake health and safety duties and responsibilities appropriate to the post.
• To be committed to the University’s Equal Opportunities and Diversity Policy, together with an understanding of how it operates within the responsibilities of the post.
• To be committed to your own development and that of your staff through the effective use of the University’s Effective Contribution Scheme.
• Any other reasonable duties requested commensurate with the grade of this role.
• Undertake other duties as assigned by your line manager, commensurate with the role's grade.
  • To be a flexible member of the team, supporting colleagues at peak times of workload and pressure including attendance at university events e.g. open days, graduation which may include weekend work.
  • Promote equality of opportunity, and to support and uphold the University's commitment to diversity and inclusion in all aspects of your work.
  • To support the university strategy and underlining plans, engage in continuous personal and professional development in line with the demands of the role, including undertaking relevant training and development activities to develop yourself and support the development of others.
  • Fulfil health and safety responsibilities appropriate to the role, while actively promoting the personal health, safety, and wellbeing of staff and students as a member of the Aberystwyth community. Additionally, support the University’s commitment to environmental sustainability through responsible practices and engagement.

The above does not represent an exhaustive list of duties associated with this role.

Who you are – Qualifications, Experience, Knowledge and Skills required

Essential

1. A level or equivalent
2. Work experience in a relevant customer facing role.
3. Excellent customer service skills and experience being responsive to customer needs. Proven analytical and problem‑solving skills.
4. Ability to work well within a team.
5. Excellent written and verbal communication skills, and interpersonal skills at a high level to communicate effectively with people.
6. The ability to work with a high level of accuracy and attention to detail, using a structured methodological approach in working with documents, processes and events.
7. IT skills including experience in MS Office software, Outlook, Office 365 and collaborative tools such as SharePoint.
8. Customer service skills and experience being responsive to customer need.
9. Substantial experience of providing professional administrative support at a senior level to a busy team in large and complex organisation.
10. Strong organisational skills with the ability to prioritise and plan your work independently and effectively working under pressure to meet strict deadlines.
11. Oral (spoken) and Written Welsh Level C1.*

Desirable

1. A level or equivalent
2. Oral (spoken) and Written Welsh Level C2.*

*More information on Welsh Language Levels can be found at:

https://www.aber.ac.uk/en/hr/policy-and-procedure/welsh-standards/

How to apply

To promote a flexible workforce, the University will consider applications from individuals seeking full time, part time, job share, or term time only working arrangements.

Applications for this role must be made through jobs.aber.ac.uk. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.

Benefits

• Flexible working policy
• 36.5 – hour week for full‑time roles
• Generous leave entitlements – 27 days annual leave plus bank holidays and university closed days
• Commitment to Professional Development
• Enhanced contribution to our workplace pension schemes
• Staff recognition and reward schemes
• Opportunity to learn the Welsh language for free
• Staff relocation bursary
• Maternity, Paternity, Parental and Adoption Leave
• Staff discount for gym facilities, hospitality, and retail on campus.

Please keep reading

We welcome applicants from all backgrounds and communities and, those that are currently underrepresented in our workforce. This includes but is not limited to Black, Asian and Minority Ethnic candidates, candidates with disabilities, and female candidates.

We are a Bilingual Institution which complies with the Welsh Language Standards and is committed to Equal Opportunities. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.

Employment Visa

Under the UK Government’s points‑based system scheme, this role does not meet the criteria to be sponsored by Aberystwyth University (AU) for a Skilled Worker Route (SWR) application.