Administration and Campus Services Assistant (Secretariat) in Glasgow

This post holder will be a member of the Corporate Services Team assisting as required across the Corporate Services area, during college building opening hours of Monday to Saturday. The post-holder will communicate regularly using a variety of methods with internal and external stakeholders. The post-holder has working relationships with staff at all levels, but specifically with the Head of Facilities and Environmental Sustainability, Administration Managers and senior estates staff and will contribute to the delivery of an efficient, high-quality service across the College’s campuses. The post-holder is required to maintain relationships with stakeholders, students, staff and visitors, both internal and external to the College. The Administration and Campus Services Assistant will have agreed objectives and responsibilities for this role, set by the Head of Facilities and Environmental Sustainability and the Administration Managers.

Key Responsibilities

• Undertake general maintenance including general clearing and cleaning of classrooms, workshops and associated tools and equipment;
• Moving, setting up and handling of equipment, furniture and associated items;
• Ensuring areas are free of waste and rubbish;
• Emptying bins as required/disposing of items accordingly;
• Assisting with gardening duties;
• Distribute materials and supplies across all Campuses as required;
• Assist in the completion of inventory checks;
• Assist in maintaining accurate records ie general administrations/goods/materials delivery;
• Assist with internal/external events/moves as required including carrying out relocation of furniture, materials and equipment and setting up and dismantling of displays;
• Assist in general maintenance, repair and reporting of faults as required;
• Assist in ensuring the safety and security of students, staff and visitors;
• Liaise with internal staff, contractors and external visitors as required;
• Provide a friendly, welcoming, professional and inclusive front of house service to learners, visitors, partners and staff;
• Involvement in College events as required to ensure smooth flow and seamless operation e.g. enrolment, open days and induction etc;
• Scanning duties/saving files in an electronic system;
• Attend to both incoming and outgoing mail as required;
• Reception duties as required i.e. efficiently operate the College’s telephone exchange system, whilst providing a professional, courteous and helpful services to all callers at all times;
• Deal effectively with enquiries received via email, telephone or face to face;
• Be aware of emergency procedures connected with the operation of the switchboard and alert the strategic management, local police and security personnel in the event of an emergency;
• Operate reprographic, laminating and binding equipment.

General

• Keep abreast of current developments which may be relevant to the College’s activity and future direction;
• Promote and advance Equality and Diversity in all aspects of College operations;
• Respect the confidentiality of matters relating to learners and staff;
• Understand and comply with the requirements of the regulatory framework for colleges in particular the Data Protection Act and the Freedom of Information Act;
• Ensure the Health and Safety of staff and students in all aspects of College activity by exercising a duty of care for personal health and safety and that of others who may be affected by their actions;
• Comply with all role specific training and all compulsory training provided by the College, for example Health and Safety, equality and diversity, etc.;
• Carry out any other duty commensurate with the post as required by the Head of Facilities and Environmental Sustainability, Senior Facilities Officer/Senior Estates and Facilities Co-ordinator, Director of Estates and Corporate Services, Vice Principal or the Principal.

Skills, Knowledge and Expertise

• Qualifications: Good standard of literacy.
• Knowledge: Use of Microsoft products including Outlook, Teams and Excel; Basic awareness of health and safety and importance of following work-based instructions; Ability to complete mandatory health and safety training.
• Skills and Competencies: Ability to communicate verbally and in writing; Ability to work with limited supervision; Ability to use own initiative; Ability to work as a member of a support team; Ability to build and maintain working relationships with internal and external stakeholders; Ability to undertake basic maintenance tasks; Ability to deliver to deadlines; Ability to undertake general administration duties; Ability to maintain confidential information.
• Experience: Some knowledge of janitorial, cleaning duties, administration and low-level general maintenance would be desirable, however, full training and support will be provided. Candidates should be hard working and should show a willingness to adapt to a variety of duties.

Benefits

The role may be considered for a flexible working arrangement under the College's Family Friendly and Flexible Working Policy subject to operational requirements of the College.