Campus Support Officer

Job Purpose:

The purpose of this role is to support the Campus Manager in campus services including reception, health and safety and events, ensuring high quality, professional and efficient service delivery. Working closely with the Director of Corporate Services and Campus Manager, the postholder will support in coordinating campus events and providing secretarial support to nominated managers, contributing to the smooth and effective operation of the campus.

Contract: Permanent

Location:

The post location will be the Dungannon Campus. Due to the nature of work within the College, it is anticipated that travel to all campus sites may be required.

Main Duties and Responsibilities

To develop, co-ordinate and implement, in conjunction with the Director of Corporate Services and/or respective Campus Manager, effective reception, event and administrative services for the campus.

To assist with the development of appropriate policy and procedures to support the efficient delivery of the service.

To directly supervise all assigned staff including planning and authorising leave, agreeing appropriate staff development and to carry out annual appraisals with the Director of Corporate Services support.

To assist with the development of operational plans and communicate targets to the team on a regular basis.

To provide general administration support to other College managers.

To act as standby in support of campus administration as required (for example providing evening cover, receiving callers).

To assist in providing support for other College sections as required (for example Admissions service during peak enrolment periods).

To provide a high quality, flexible and professional customer service to all users as measured against established service benchmarks.

To collate data and produce relevant information including monthly team reports.

To regularly liaise with other Campus Admin Officers to arrange cross campus team meetings.

To co-ordinate reception rotas and the reception services as required.

To work in liaison with Campus Manager in organising key campus events.

To act as point of reference for Campus correspondence and develop events calendar to support the smooth running of the campus.

To liaise with Estates and other stakeholders to ensure any premises matters are properly reported and any upgrades to premises agreed and consulted appropriately.

To ensure the College critical incident framework is regularly reviewed at campus level and all necessary staff kept up to date.

To support the Campus Manager in update and review of Health and Safety documentation including first aid rotas, fire evacuation and fire marshals.

To regularly monitor and review protocols and customer service standards, in conjunction with Campus Manager, and ensure high standards are maintained at all times.

To attend and actively participate in campus meetings and organise annual schedules as appropriate.

To lead and actively participate in campus events and initiatives.

To develop forms of communication which support improved campus and staff engagement generally.

To ensure purchase orders and invoices on Agresso are dealt with in a timely manner.

To oversee the financial administration at Dungannon Campus and act as standby in support of financial duties if postholder is not available.

To make recommendations to management on key administrative services while ensuring value for money, including:

• Reprographic and digital scanning services

• Postage and distribution

• Reception services

• Archive process

• Stationery procurement, stock and inventory

• Recycling

To provide an effective and confidential secretarial service for nominated managers to include:

• Word processing and data processing

• Manual and computerised filing

• Appointments and diary system

• Planning and organising business visits to and from the College

• Receiving, processing and responding promptly to correspondence (for example post, e-mail)

• Assistance in collection of information, compilation, presentation and dissemination of reports, forms and related documentation

• Dealing with internal and external contacts by phone, e-mail or in person

• Minute secretary at College meetings

• Organise room booking and hospitality if required as per College procedure

To provide routine advice and information endeavouring to resolve any queries.

General Duties

The post holder is expected:

• To promote and raise the profile of the College and the services it provides to the local business and civic community.

• To ensure full compliance with health and safety requirements and legislation in accordance with College policies and procedures.

• To comply with and actively promote College policies and procedures on all aspects of equality.

• To contribute to College quality assurance schemes.

• At all times to observe all internal College policies and procedures.

• To promote and actively contribute to the College’s Mission, Vision and Values.

• To participate in staff training and development activities to update and enhance own knowledge, skills and professional competence needed to carry out the role effectively.

This job description is not prescriptive and the post holder may be expected to undertake other duties appropriate to the grade as may be assigned by the Chief Executive or her nominated officer(s).

This job description is intended to indicate the broad range of responsibilities and requirements of the post. It is neither exhaustive nor prescriptive. It is anticipated that the post holder will assume additional responsibilities as and when new projects and or areas of focus for the College develop. The College reserves the right, in consultation with the post holder, to amend the job description to meet the changing needs of the College.

Qualifications and Experience

• A relevant qualification at Level 3 or above

• GCSE English Language and Maths at Grade A to C or equivalent

Knowledge, Skills and Abilities

• 2 years’ experience within an administration role

• At least 2 years’ experience working directly with and supporting a team of Managers in a busy office environment

• Excellent organisational skills with proven ability to prioritise and manage workloads to meet deadlines

• Excellent communication and interpersonal skills

General

Access to a car and able to travel between campuses and other business use as required or ability to demonstrate mobility.

Terms and Conditions

Salary: Band 4 Points 8 to 18 £26,824 to £31,537 per annum

Commencing salary: £26,824

Contract Type: Permanent

Hours of Work: 36 hours per week

Location:

The post location will be the Dungannon Campus. Due to the nature of work within the College, it is anticipated that travel to all campus sites may be required.

Terms and Conditions:

All terms and conditions of employment for this post are as laid down by the Association of NI College’s non teaching negotiations committees and are drawn from the conditions of service for NJC for local authorities staff.

Holiday Entitlement:

12 public holidays plus 23 days rising to 29 days after 5 years’ continuous service.

Pension:

The post holder will automatically be enrolled in the NILGOSC pension scheme which offers a range of benefits commensurate with public sector pension schemes.

Other Benefits:

Comprehensive Employee Assistance Programme, Staff Wellbeing Programme, Cycle to Work and Tech Schemes, Benenden Healthcare, Occupational maternity, paternity and adoption leave, carers leave, flexible working, hybrid working, training and development.