Building Operations Administrative Assistant

Job Description

UAL is looking for a diligent and efficient administrator to support with Building Operations at Kings Cross. This role will be to provide general assistance with a variety of operational and administrative tasks. The role will require onsite working Monday – Friday.

Duties will consist of:
· To be a first point of contact for general enquiries received into the Building Support inbox, escalating to the Buildings Operations Manager when applicable.
· To attend meetings relevant to Building Operations ensuring actions are recorded and followed up as appropriate.
· To assist on the coordination of Building Operations tasks relating to up-and-coming Events.
· To support the Building Operations Manager and Head of Building Operations and Events with information gathering and sharing in relations to project work.
· Maintain an updated log of building concerns, faults, and maintenance activities. Utilise SharePoint to update both the spreadsheet and the Building User Group log.
· Support with planning and facilitating furniture relocations and returns (internal and external).
· Update distributions (lockers, keys etc) spreadsheets on SharePoint upon receiving notifications about items requested and distributed by Building Operations.
· To assist with assigning Build Technicians to available shifts in accordance with their skill set. Capturing and checking hours worked, in advance of sharing with the Building Operations Manager monthly.
· Labelling of items/displaying signage.
· Light moving and handling.

Other
· To perform such duties consistent with your role.
· To undertake health and safety duties and responsibilities appropriate to the role.

Training:

· Manual handling

Shift Pattern

Hours: 9:00-17:00 (occasional adjustment to hours with a one hour unpaid lunch break)

Please report to the Building Operations team on arrival for each shift.

Shift cancellation policy

Shifts should only be cancelled with at least a twenty-four hour notice prior by both the employer and employee. All correspondence should be managed via university accounts such as Microsoft Outlook email or Teams chat.

If a member of staff is notified of a cancellation by the administration less than twenty-four hours prior to their shift, they will be paid for the hours scheduled. If a shift is cancelled with over twenty-four hours’ notice, they will not receive renumeration.

If the employee cancels a shift with less than twenty-four hours’ notice, without mitigating circumstances, and three times or more in two months period; consequently, they may face termination of their contract.

Mitigating Circumstance:

· Bereavement – loss of close relative/significant other

· Serious, acute or chronic illness affecting employer’s work performance

· Serious illness affecting a close family member, or significant caring duties

· Significant adverse personal/family circumstances

· Significant caring duties for a family member/significant other affecting work performance

· Serious procedural/technical issues that may affect the ability of working

Personal Specification

Ideal candidates should possess the following qualities:

• Previous experience in an administrative support role.
• Proficient in Office 365, including Word, PowerPoint, Teams, and MS Excel.
• Experienced in providing support both in person and over the phone.
• Communicates effectively through oral and written media.
• Capable of planning, prioritising, and organising work to meet deadlines.
• Works collaboratively within a team and across different professional groups.
• Delivers positive and responsive customer or student service.

As part of your application, please include:

• Cover letter detailing your experience.

We are an equal opportunities employer and positively encourage applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

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