Administrator in Stirling

The role will be based within the Estates & Commercial Services Directorate reporting directly to the Office Manager. You will be part of a team that provides administrative, financial and clerical support to a diverse and broad group of managers, supervisors and trade staff and contractors. As the first point of contact within the office you will be responsible for delivering an efficient and effective customer focused service to both internal and external customers. The candidate should have a sound grounding in administration as well as some financial experience and be very customer focused. It is essential that the candidate can demonstrate excellent interpersonal skills as well as being able to demonstrate a high level of customer service awareness and the ability to work under pressure either as part of a team or individually, with enthusiasm, motivation and confidence. Previous experience of working within a multi-disciplined environment would be an advantage.

Description of Duties

• Provide a friendly and professional customer focus to internal and external visitors to E&CS, ensuring an excellent first point of contact for all via face-to-face, telephone or e-mail.
• Logging and dealing with various requests received by E&CS using a variety of systems, and identifying/escalating those requiring urgent attention.
• Prepare weekly pre-planned maintenance work orders and distribute to appropriate supervisors.
• Issue keys to contractors and staff, ensuring an accurate up to date record is maintained.
• Monitor work orders with managers/supervisors and customers as required to ensure faults have been fully resolved.
• Communicate effectively at all levels, display excellent interpersonal skills and be able to work effectively within a team.
• Work flexibly and be prepared to provide administrative support in other areas of the Service as and when required.
• Work under pressure and deal with difficult situations.
• Commit to on-going personal development for which support will be provided.
• Assist with car parking as and when required.
• Carry out other relevant and reasonable duties as directed by your line manager or a member of the Estates & Campus Services senior management team.

Financial Duties

• Prepare, check and process purchase orders, invoices, fuel and credit card statements approving expenditure to agreed limits, and investigating and reconciling any discrepancies.
• Prepare BACS/cheque requests.
• Work with appropriate supervisors to ensure staff and contractor timesheets and labour recharges are processed accurately.
• Process and prepare financial journals.
• Raise sales invoices for rentals and other recharges.
• Prepare and review management reports and reconcile expenditure.

Health & Safety Training Records

• Maintain records for any H&S training carried out within E&CS.
• On behalf of managers, contact external training companies to arrange H&S training and book venues and equipment required for the day.
• Follow up and arrange H&S refresher courses.
• Attend as a member of the H&S Committee and take minutes as and when required.

General Office Duties

• Prepare a variety of reports from different E&CS systems.
• Arrange meetings and manage diaries as required.
• Prepare letters/documents/reports/presentations.
• Create and maintain spreadsheets and templates for recording information for analysis etc.
• Arrange staff travel including flights and accommodation.
• Arrange for E&CS vehicles to be booked in for repair / servicing / MOT.
• Minute/note taking as required.
• Help to create, develop and maintain filing systems both paper and electronic.
• Undertake photocopying/printing.
• Distribute mail within the office.
• Undertake other administrative/ad-hoc duties as required including support/cover for other colleagues within the Directorate.
• Carry out other relevant and reasonable duties as directed by your line manager or a member of the Estates & Campus Services senior management team.

Essential Criteria

• Good educational background (to at least NC in a Business Administration related subject) or equivalent recent relevant office admin experience in a front of house first line Help Desk/Reception environment.
• Excellent communication skills both written and oral at all levels.
• Demonstrate a commitment to providing a high quality service through good customer skills and a determination to keep clients updated and content with progress.
• Ability to follow processes and manage own time and effort to comply with procedures.
• Ability to prioritise own workload/incidents and/or requests and manage through to completion.
• Ability to work as part of a team.
• Good organisational and analytical skills.
• Ability to establish logical options and generate solutions.
• A high level of competence in carrying out a range of clerical tasks including use of standard Microsoft Desktop Software particularly “Word” and “Excel” packages.

Desirable Criteria

• Experience of working within a business administration role of a fast paced and complex service orientated organisation.
• Experience of using either financial management and/or estate management software systems.
• Experience of SLA’s and KPI’s to monitor performance and drive improvements.

Additional Information

• 1 x full time position available.
• 1 x part time position available (15 hours per week).
• Open ended.
• The closing date for applications is midnight on Tuesday 03 February 2025.
• Interviews are expected to take place on Wednesday 11 February 2025.
• There is an expectation that work will be undertaken in the UK.
• This role is not eligible for sponsorship.
• Applicants require to have existing right to work in the UK.

The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity.