At a Glance
- Tasks: Provide essential admin support and help organise events in a busy department.
- Company: Join a vibrant educational institution focused on student and staff success.
- Benefits: Gain valuable experience, develop skills, and enjoy a supportive work environment.
- Other info: Dynamic role with opportunities for growth and learning in a collaborative setting.
- Why this job: Be the backbone of the department and make a real difference every day.
- Qualifications: A-Levels or equivalent, with strong communication and organisational skills.
The predicted salary is between 24000 - 28000 € per year.
Main purpose of the job: The position comprises administrative support, reception and facilities management and events, in addition to being responsible for a range of tasks which support staff and students in a large and busy department. This role involves dealing with multiple tasks and customers at the same time and is key to the smooth running of the department. The post holder must be efficient, organised and take great care in attention to detail.
Duties and responsibilities: The post holder will be expected to undertake the following duties, liaising with the Deputy Departmental Manager as necessary, and working with other key staff as appropriate in order to ensure that the Department's and College's requirements are met.
- Provide comprehensive administrative support across the department.
- Support onboarding and induction processes for new staff, including arranging IT access, ID cards, equipment, and office set-up.
- Organise meetings, book rooms, prepare materials, coordinate refreshments, and take minutes when required.
- Maintain departmental databases, records, asset registers, and contact lists.
- Process purchase orders, invoices, expense claims, and stationery orders.
- Manage incoming and outgoing post, deliveries, courier requests, and parcel tracking.
- Act as the first point of contact for visitors, telephone calls, and email enquiries.
- Coordinate facilities and maintenance issues with contractors and estates teams.
- Ensure meeting rooms, teaching spaces, communal areas, and office equipment are maintained and fully functional.
- Support office moves, room setups, stock management, and health & safety processes.
- Assist with organising departmental events, conferences, open days, induction activities, and staff functions.
- Provide on-the-day support for events including venue preparation, catering coordination, and troubleshooting.
- Support wider professional services teams during busy periods and staff absences.
Experience and Qualifications: Educated to A-Level standard or equivalent with a minimum of C or above in Maths and English at GCSE level, or equivalent experience. Experience of working within a higher education and/or service environment. Experience of working in a busy customer focused and customer facing environment. Up-to-date knowledge of fire safety, health and safety regulations and facilities management issues. Experience of working in an HR supporting role.
Departmental Officer employer: Guidant Global
As a Departmental Officer, you will thrive in a dynamic and supportive environment that values efficiency and attention to detail. Our commitment to employee growth is evident through comprehensive onboarding processes and opportunities to engage in various departmental events, fostering a collaborative work culture. Located within a vibrant higher education setting, we offer a unique chance to contribute meaningfully while enjoying the benefits of a diverse and inclusive workplace.
StudySmarter Expert Advice🤫
We think this is how you could land Departmental Officer
✨Tip Number 1
Network like a pro! Reach out to people in your field, attend events, and connect with potential colleagues on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the department and its key staff. Understand their challenges and think about how you can contribute. This shows you're genuinely interested and ready to hit the ground running!
✨Tip Number 3
Practice your communication skills! As a Departmental Officer, you'll be the first point of contact for many. Role-play common scenarios with friends or family to boost your confidence and refine your responses.
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who are proactive and engaged with our platform.
We think you need these skills to ace Departmental Officer
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter to highlight your experience in administrative support and customer service. We want to see how your skills align with the key responsibilities of the Departmental Officer role.
Show Off Your Organisation Skills:Since this role involves juggling multiple tasks, give us examples of how you've managed your time and organised events or meetings in the past. We love seeing attention to detail and efficiency!
Be Personable:As the first point of contact for visitors and enquiries, it’s important to showcase your communication skills. Let us know how you’ve handled customer interactions and resolved issues in a friendly and professional manner.
Apply Through Our Website:We encourage you to submit your application through our website. It’s the best way for us to receive your details and ensures you’re considered for the role. Plus, it’s super easy!
How to prepare for a job interview at Guidant Global
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the responsibilities of a Departmental Officer. Familiarise yourself with the tasks mentioned in the job description, like administrative support and event coordination. This will help you demonstrate how your skills align with what they’re looking for.
✨Showcase Your Organisational Skills
Since this role requires juggling multiple tasks, be ready to share examples of how you've successfully managed similar situations in the past. Think about specific instances where your organisational skills made a difference, whether it was during events or handling customer inquiries.
✨Prepare for Customer Interaction Scenarios
As the first point of contact for visitors and enquiries, it's crucial to show your customer service skills. Prepare for potential questions about how you would handle difficult situations or manage multiple requests at once. Practising these scenarios can help you feel more confident.
✨Demonstrate Attention to Detail
Attention to detail is key in this role, so be prepared to discuss how you ensure accuracy in your work. Bring examples of how you've maintained records or processed orders without errors. This will show that you take pride in your work and understand the importance of precision.
