Building Support Administrator

You will be responsible for providing operational support in Stephenson Building as part of the Operations team. As the first point of contact for colleagues, students and visitors, you will play a vital role in ensuring the smooth day-to-day operation of Stephenson Building. Your responsibilities will include managing enquiries, oversee deliveries and purchasing activities, events support and managing key administrative and operational processes. We're looking for someone with excellent communication and organisational skills with a commitment to outstanding customer service.

This post is full time for a duration of 12 months. The building reception is open 08.30 to 17.00 Monday-Thursday and 08.30-16.00 on Fridays. This position is fully campus-based due to the nature of the reception and building support responsibilities.

Key Accountabilities:

To provide a professional reception/enquiry service and to respond appropriately and effectively to a diverse range of queries from staff, students and members of the public, always ensuring a high level of customer care.

To lead the administration of designated processes within your area, including adhering to agreed operating procedures and University policies and monitoring progress and embedding continuous improvement.

To develop, implement and maintain effective office procedures and systems to ensure that support is efficient, timely and accurate.

To act as first line of contact for all mail, liaising with staff in the building and appropriate vendors to organise delivery and collection of packages and parcels. Leading on the use of the P2P system to ensure timely payment of goods received.

To liaise with A/V services and NUIT technical support staff to ensure that all AV equipment is in working order and to report any defects/issues to NUIT. Working with A/V services assist with updating and managing the visualisation screens in the building.

Working with the wider Operations team, monitor problems/defects across the building and liaise with E&F maintenance, building facilities, and E&F security team. To log any issues and follow up when appropriate to ensure a safe, functional environment.

To take the lead on general administrative support to colleagues and students as required, including (but not limited to) purchasing, events, smartcard access for non-lab areas, exam paper distribution and maintaining the building's key log.

To undertake an active role in the health and safety management of a designated office, contributing to the maintenance of a safe working environment for colleagues and visitors.

To be responsible for monitoring stationery supplies in the designated area, this includes keeping an inventory and replenishing stock as and when required and having oversight of the monthly spending and account charges.

Act as secretary for building related meetings, including logistical arrangements such as room bookings, agenda preparation and circulation, minute taking and monitoring progress of actions.

To support colleagues in their duties and responsibilities when required and any other duties within the scope and general nature of the grade which may be required.

The Person (Essential):

Knowledge, Skills and Experience:
- A flexible attitude to work demands and customers and a commitment to excellent customer service
- Good IT skills with experience of Microsoft suite of programmes
- An excellent communicator both verbally and in writing with the ability to tailor messages to the appropriate audiences
- Ability to follow and implement policies and procedures
- Ability to use initiative and judgement to resolve problems independently
- Ability to work calmly under pressure and to manage competing deadlines
- Ability to work independently and as part of a team
- Experience of administrative duties, including but not limited to dealing with enquiries, utilising different IT systems and upholding procedures
- Ability to train/develop and manage other staff

Attributes and Behaviour:
- A positive, proactive and professional customer focussed attitude
- Excellent communication skills
- Works in a planned and structured way
- Uses own and others time effectively
- Ensures that all activities are completed on time
- Keeps fellow team members up to date with progress
- Willing to help others and share workloads
- Maintains flexibility in work plans to allow for changing circumstances
- Plans team workload and tasks in a systematic way
- Takes responsibility for achieving own targets
- An aptitude for utilising software tools and technologies to enhance, improve and simplify day to day functioning/organisational skills

Qualifications:
- Maths and English at GCSE Level 4 or equivalent plus relevant experience in an administrative or customer service setting

Benefits:

Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

Newcastle University is a global University where everyone is treated with dignity and respect. As a University of Sanctuary, we aim to provide a welcoming place of safety for all. We are committed to being a fully inclusive university and are proud to be an equal opportunities employer. We hold a Gold Athena Swan award, a Race Equality Charter Bronze award, and are a Disability Confident employer.