Job Description
Job summary
This role is not eligible for visa sponsorship. If it is identified that you require sponsorship to undertake this role your application may be withdrawn
The post holder's main duties will be to provide administrative support to the Directorate of Estates and Facilities management team covering a wide range of services.
The post holder will be expected to work as part of the wider Support Services Team including Helpdesk, Admin and Reception, providing an integrated and flexible service. As such they will be required to undertake duties within other areas of the Administration Department when the needs of the service demand it.
Main duties of the job
- Provide an effective and efficient Helpdesk service with duties to include logging of incoming maintenance / minor new works requests on the asset management system, issue job numbers to callers and undertaking follow up action as required.
- Data inputting and monitoring of work streams (see workstream responsibilities spreadsheet for allocated duties), following local processes and procedures.
- Monitor own and generic mailboxes associated to your workstream and take appropriate action.
- Place order requisitions as per instructions received from Supervisor/Manager.
- Input invoice costs and information into the asset management system against the relevant work order.
- Responsible for carrying out necessary internal procedural checks to ensure accurate receipting and processing of invoices, presenting for authorisation and processing. Any differentials to be clarified with supplier/client/manager.
- Receipting of orders following delivery, scanning delivery note/service report and upload into the asset management and finance system.
- Monitor personal invoice workbench daily, ensuring the process is completed in a timely manner.
- Direct and guide other members of the Administration Team as assistance is required.
- Provide confidential and efficient word processing service.
Job description
To learn more about this varied and interesting role please see the full job description and person specification.