At a Glance
- Tasks: Provide essential admin support and manage 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, ensuring everything runs smoothly and efficiently.
- Qualifications: A-Levels or equivalent, with strong customer service 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: UCL
As a Departmental Officer in our vibrant higher education environment, you will thrive in a supportive and dynamic workplace that values efficiency and attention to detail. We offer comprehensive training and development opportunities, ensuring your professional growth while fostering a collaborative culture where every team member's contribution is recognised. Located in a bustling academic setting, you will enjoy the unique advantage of engaging with diverse staff and students, making a meaningful impact on their experiences.
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 CV:Make sure your CV reflects the skills and experiences that match the Departmental Officer role. Highlight your administrative support experience and any customer service roles you've had, as these are key to what we’re looking for.
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you’re the perfect fit for our busy department. Mention specific examples of how you've managed multiple tasks or supported events in the past.
Show Off Your Organisational Skills:In your application, give us a glimpse of your organisational prowess. Talk about how you’ve successfully coordinated meetings, managed databases, or handled facilities issues. We love attention to detail!
Apply Through Our Website:Don’t forget 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 UCL
✨Know the Role Inside Out
Make sure you thoroughly understand the job description. Familiarise yourself with the key responsibilities and think about how your skills align with them. This will help you answer questions confidently and show that you're genuinely interested in the role.
✨Showcase Your Organisational Skills
Since the role requires excellent organisational abilities, prepare examples from your past experiences where you've successfully managed multiple tasks or projects. Be ready to discuss how you prioritised tasks and maintained attention to detail under pressure.
✨Prepare for Customer Interaction Scenarios
As the first point of contact, you'll need to handle various enquiries. Think of potential customer service scenarios and how you would respond. Practising these interactions can help you demonstrate your communication skills and ability to remain calm in busy situations.
✨Ask Insightful Questions
At the end of the interview, have a few thoughtful questions ready to ask. This shows your enthusiasm for the position and helps you gauge if the department is the right fit for you. Consider asking about team dynamics or upcoming projects that you could be involved in.
