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Administrative Officer – £12.40ph plus Hol Pay – Central London


Administrative Officer – £12.40ph plus Hol Pay – Central London

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Administrative Officer – £12.40ph plus Hol Pay – Central London

Start 24th July 2017 for one month initially

 

Are you an experienced Administrative Officer with experience HR Administration and financial transaction admin? Have you worked within Higher Education? If so, I’d love to hear from you!

 

MAIN PURPOSE AND RESPONSIBILITIES

The main function of this role is to provide a professional administrative service to contribute to the smooth running of the division.

 

Staffing / HR support

  • Providing general induction and support for new members of staff, maintaining a standard induction programme across the division
  • Managing recruitment administration in line with the Recruitment and Selection Policy – requesting the placement of job advertisements, following procedures for redeployment candidates, arranging shortlisting meeting(s) and interviews, requesting references, answering general queries from candidates and colleagues or referring queries on to an appropriate person when necessary
  • Preparing requests for new contracts of employment, amendments to contracts, leavers forms and one-off payments using the HR system for authorisation
  • Booking and arranging training courses as directed by colleagues, on approval from the individual’s line manager
  • Recording and monitoring sickness absence, running / producing reports as necessary

 

Finance / Purchasing

  • Raising purchase order requests and expenses claims in the financial system, querying expenditure as necessary
  • Carrying out standard month and year end procedures: regular monitoring of expenditure, checking POs have been correctly matched to invoices, investigating with colleagues, Accounts Payable or other contacts in Professional Services. Reporting issues and persistent problems to the Head of Operations and Planning
  • Answering financial / purchasing queries as appropriate
  • Suggesting changes to internal divisional procedures and being involved in the continuous development of processes

 

Events Support

  • Providing administrative support, under direction, for internal events. This involves sending out regular e-invitations to members, finding suitable venues and arranging facilities as needed, drawing up agendas for meetings, sending out feedback requests and questionnaires
  • Reviewing submissions for the Events Calendar and publishing appropriate requests using set criteria; referring ambiguous requests to the Senior Events and Operations Manager
  • Attend and help out, under direction, events organised by the team including occasional evening and weekend work
  • Reviewing existing events content and collating entries for newsletters and printed brochures according to standard guidelines, under direction from the Head of Operations and Planning or the Senior Events and Operations Manager.

 

Divisional Administration

  • Acting as a point of contact, dealing with a range of queries, responding where possible and referring others where applicable
  • Dealing with incoming post and other deliveries
  • Handling requests for maintenance or other facilities issues, chasing up or escalating as necessary
  • Actively developing and maintaining a good knowledge of other roles in the team; covering for colleagues during periods of long or short-term absence
  • Sharing information, knowledge and best practice across the team; shadowing colleagues in order to maintain a complete picture of team responsibilities
  • General administrative tasks as directed. This includes, but is not limited to, organising meetings, preparing agendas or papers, receiving visitors, document processing or filing, record keeping, making travel arrangements, answering telephones of other team members in their absences and dealing with queries appropriately

 

PERSON SPECIFICATION

  • Proven experience in a complex administrative role
  • Experience of financial processing and reconciliation, with good numerical skills and the ability to understand basic financial data
  • Experience of staffing / HR administration and a good understanding of staff recruitment processes
  • Excellent written and interpersonal communication skills, and the ability to communicate clearly with staff at all levels
  • Computer literate with good knowledge of MS Office (Word, Excel, Outlook etc)
  • A commitment to customer service and an understanding of the need to provide an efficient, professional and effective administrative service for the division
  • Energy, enthusiasm and a positive approach to work
  • Willingness and ability to work collaboratively with colleagues; a good team player
  • Highly organised and able to prioritise own workload
  • Able to work on own initiative and under direction of others
  • Professional when dealing with confidential and sensitive information
  • Physically able to set up equipment, meeting rooms and lift light boxes
  • High levels of resilience, with an ability to cope with natural peaks and troughs within the business and to adapt positively to change

 

 

 

Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

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