Operations Coordinator

Key Accountabilities 

• To develop, deliver and manage a coordinated service to colleagues and students to the highest possible standard of customer service, by proactively planning and organising all aspects of support from the relevant PS team  

• To recruit, lead, manage and develop staff in the team with responsibility for their professional development. This will include the allocation and prioritisation of duties to ensure the area of activity operates effectively and efficiently 

• To work with the Executive Support Team on the coordination of all relevant administration tasks including those related to HR e.g. recruitment, induction, absences and group and individual PDRs for those based in the building

• To take a proactive approach to developing and implementing systems and processes for high quality efficient and effective service 

• To provide effective and efficient administrative support to colleagues, including acting as a team expert in procurement and purchasing 

• To coordinate all space and estates work (excluding laboratory space), including office/desk allocations for new and existing staff and building access 

• To work with the Communication and Events Team on the coordination of events, conferences, guest lectures, seminar series etc  

• To take responsibility for resolution of queries as the most senior local point of contact in the PS team across all areas of administrative support 

• To work closely with other colleagues in schools/faculties and the wider university to ensure alignment with the University’s strategies, policies, guidelines and approaches 

• To work as part of a wider Faculty and unit team and to undertake other duties within the scope and general nature of the grade which may be required 

The Person

Knowledge, Skills and Experience  

• Excellent numeracy and IT skills with experience of Microsoft suite of programmes, together with confidence in handling and analysing data from a diverse range of sources     

• Excellent interpersonal skills, including negotiating influencing and relationship building and developing and working as part of a team     

• Experience of leading and managing a team   

• Evidence of a proactive, creative and flexible approach to problem-solving. A ‘can-do’ approach   

• Experience of establishing, reviewing and monitoring administrative systems in office environments to improve processes to maximise efficiency   

• An excellent communicator both verbally and in writing with the ability to tailor messages to the appropriate audiences   

• Demonstrates high energy and commitment to the delivery of excellent customer service    

• High level of organisational and time management skills, able to manage a range of tasks simultaneously     

• Experience of managing and training colleagues   

• Proactively assesses and manages risks and makes changes of approach if necessary     

Attributes and Behaviour 

• Acts in a collaborative, inclusive, transparent and open manner, acting with integrity and able to build high levels of trust 

• Encourages and supports a free flow of communication and information across own area, and the wider University where appropriate      

• Sets own priorities in conjunction with team and area objectives and has the ability to quickly identify what is important and act accordingly   

• Keeps an open mind to alternative ways of doing things

• Proactively anticipates and plans for likely problem areas or obstacles by assessing and managing risks   

• Maintains flexibility in work plans to allow for changing circumstances 

• An aptitude for utilising software tools and technologies to enhance, improve and simplify day to day functioning/organisational skills 

Qualifications 

• A-levels/BTEC Level 3 or equivalent   

• Plus significant relevant experience in an administrative setting demonstrating development through involvement in a series of progressively more demanding relevant work/roles