This post is specifically for a Business Administrator Apprentice within the Facilities Department.
NVQ Level 2/3 Business Administration, Technical Certificate in Administration
Key Skills Application of Number Level 1, Communication Level 2Learning Provider: Worcester College of Technology
Expected duration: up to 2 years
The successful applicant will have a positive can do attitude, with a desire to work within a challenging but rewarding area of the University. This will involve working in a team of six business admin apprentices, alternating between six key areas of the department, gaining experience across a wide spectrum of different roles within Facilities.
The post holder within this role will also be expected to be efficient, organised, punctual and show the ability to demonstrate initiative. Experience of clerical and/or administrative work and dealing successfully with customers face to face or on the phone will be beneficial.
The role will also require some out of hours working to meet the needs of department. This will take place at the University Arena and include helping with busy events such as Worcester Wolves.
Closing date: Wednesday 18 Jan 2017
Reference number: FM1629 - 3163
- Job details
- Band 1, £14,767 - £15,582 a year
- Full time, 37 hours per week, this will include some occasional evening and weekend working. Flexi time available
- As soon as possible
- Contract duration 30 months. The apprenticeship is to be completed within two years
- Responsible to
- Facilities Office Manager
- Responsible for
- Interview date
- To be confirmed
For more information about the department visit the Facilities website.
The Facilities Department covers a wide range of services within the University of Worcester, including; Accommodation, Venue Hire & Catering, Estates, Front of House Services, and Campus Services (Security, Cleaning and Grounds).This post is specifically for a Business Administration Apprentice within the Facilities Department.
- Main duties
The main purpose of this role is to provide administrative support across six key areas of the Facilities department. The individual details of the areas are listed below:
1. Accommodation – Assist with allocating bedrooms, controlling and monitoring the issue of keys and help with administration relating to the Student Behaviour Review Board (SBRB). Performing room inspections and white goods
2. Conferencing – To help provide a high level of customer service to all guests / visitors looking to book and use the University of Worcester’s facilities. This will include following up enquiries, meeting potential clients and conducting tours of facilities and accommodation. The planned allocation of seminar spaces to clients will also be required.
3. Estates – To work closely with the Estates team, helping with the ordering of maintenance equipment, gathering data for asset registers and preparing tender documentation. There will also be an element of working alongside the FM Software Coordinator to provide assistance with data clarification on the University’s maintenance helpdesk system and compliance software.
4. Campus Services – Helping source supplies and provide key information to the campus service supervisors. This area will involve some working within the Post Room / Facilities Reception as well as gaining an understanding of the specific areas covered by Campus Services (Security, Car Parking, Waste Management, Porters, Cleaning, Grounds).
5. PA – To gain experience working as a PA to busy department managers, organising calendars, preparing agendas and meeting documentation, taking minutes and liaising with various other heads and institutes across the University.
6. Systems & Social Media – Assisting our Space Planning and FM Software Coordinator with tasks required to keep all FM systems up to date. Helping improve the various number of systems in place within Facilities and promoting the achievements of the department via various social media channels.
The post holder will also be expected to:
1. To provide daily administrative support within all areas of the Facilities Department (Accommodation, Conferencing, Estates, Campus Services) as part of the business admin apprentice team.
2. To place orders for goods via procurement software, check receipt and safe delivery of incoming orders, in accordance with University Financial Regulations and assist with budget monitoring.
3. To act as first point of contact on Facilities / University reception desks, working as part of a team rota, providing a courteous and efficient reception service. This will include responding to emails and answering telephone enquiries.
4. To arrange, attend and contribute to admin team meetings.
5. To undertake various project work and be able to complete objectives within tight deadlines.
6. To assist with enquiries from potential applicants/clients/visitors/contractors/students and staff.
7. To assist with dealing with complaints relating to all areas of the Facilities department.
8. To take a flexible approach to working in a role where some weekend or out of hours’ work will be necessary. This includes, Open Day events, Registration weekend and University Arena events.
*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training.
*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students.
*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.
- Person specification
Please provide evidence of how you meet each of the essential criteria.
1. 5 GCSE’s grade C (or equivalent) or above including Maths and English.
2. Ability to communicate confidently and clearly, to provide a professional, welcoming, courteous and helpful response to internal and external customers, both orally and in writing.
3. Ability to use Microsoft Office; especially Word, Excel, Access and Outlook effectively.
4. Good level of numeracy and accuracy, as well as a very good standard of written communication, including grammar, punctuation and sentence construction.
5. Ability to remain calm in a busy environment and able to work to agreed deadlines with good planning and organisational skills.
6. Effective interpersonal skills including tact and sensitivity, and the ability to deal with enquiries in a patient manner, remaining calm and professional when under pressure.
7. Ability to be an effective, flexible and adaptable team player.
8. Good administrative skills and attention to detail.
9. Evidence of good time-keeping and reliability, and ability to work occasional evenings and weekends.
1. Experience of working within a customer’s service environment.
2. Experience of working on a Reception.
Applications from Non EEA Workers:
Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction.
Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at www.gov.uk/browse/visas-immigration.
Visit www.naric.org.uk/visasandnationality for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.
Unspent convictions, cautions and bind-overs
The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.
In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.
This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.