Spanish Speaking Scheduling Administrator

Confidential; Greater London; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

Disability Confident Employer

Job summary

Blue Arrow is seeking a Scheduling Administrator to support the Resource Planning and Scheduling team in Greater London. The role involves timetable management, system upkeep, and generating reports to aid decision-making.

The successful candidate will maintain accurate annual leave records, log absence, and provide multilingual support (Spanish) to CSS staff. You will handle meetings, minutes, and handovers while ensuring timely action on PLANON requests.

Qualifications

• Attention to detail and ability to meet deadlines.
• Excellent organisational skills and ability to build admin systems.
• Strong communication and interpersonal abilities.
• Fluent in Spanish for multi-lingual support.

Responsibilities

• Provide administrative support to the Resource Planning and Scheduling team.
• Manage diaries and organise meetings, including minute taking as required.
• Ensure Time Gate and other systems are up to date and reflect current status.
• Prepare and hand over ongoing issues to incoming shift.
• Support Heads of Services with diary and meeting coordination.
• Distribute PLANON requests and meet departmental KPIs.
• Collate periodic audit and benchmarking data.

Skills

Attention to detail

Deadline-driven

Organisational skills

Administrative systems

Communication skills

Written communication

Fluent Spanish

Tools

Microsoft Word

Microsoft Excel

Outlook

Databases

Job description

Job Description Scheduling Administrator

Job Description XXX MUST BE FLUENT IN SPANISH XXXXX

Administrative support

Supporting the Resource Planning and Scheduling team with deployment of resource, general administration, maintaining relevant systems, logs, and other reporting tools as required.

Maintaining the annual leave data base ensuring employee requests are processed in a timely manner and records updated accurately.

Ensuring all relevant systems such as Time Gate are maintained accurately and in a timely manner, so they reflect the current status.

Provide a comprehensive 'handover' to the incoming shift, flagging key issues that are on-going.

Providing diary management support for the Head of RCP, AD Facilities and CSS Heads of Services as required, including organising meetings and minute taking as required.

Ensure all requests from the PLANON are distributed and actioned in a timely manner in order to meet departmental KPIs.

Collate periodic audit and benchmarking data as directed.

Communications

Providing multi-lingual support (predominately Spanish) for CSS employees via email and over the phone, receiving and responding to employee queries e.g. logging absence and escalating issues as appropriate with relevant colleagues.

Liaising with internal and external stakeholders and suppliers as required, ensuring the highest levels of customer service is maintained at all times.

General

Within the scope of the role, ensure the highest level of customer service is provided to the Estates & Facilities Management Team and its employees and others across the university.

Knowledge / skills

• Attention to detail
• Ability to deliver to deadline
• Excellent organisational skills - own workload and that of others
• Ability to create and maintain effective administrative systems
• Excellent communication and interpersonal skills - ability to work collaboratively with others and build effective relationships with internal and external colleagues and service users
• Ability to produce written documentation clearly and concisely
• Fluent in Spanish

Experience

• Expert user of Word and Excel, Outlook, databases
• Experience of co-ordinating with multiple work areas
• Experience of organising meetings and diaries
• Experience of working independently and making independent decisions
• Experience of working within a 24/1 operational environment
• Experience of creating and maintaining reports

Personal characteristics and other requirements

• Resourceful and conscientious
• Excellent time-management
• Customer-focussed
• Problem solving - an interest in making things work well
• Willing and able to travel off-site from time to time
• You will be working some weekends and different shift patterns

Blue Arrow is proud to be a Disability Confident Employer and is committed to helping find great work opportunities for great people.