JOB DESCRIPTION. Reporting directly to the Facilities Project and Admin Manager.

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1 JOB DESCRIPTION 1. JOB TITLE: Administrative Assistant (Health & Safety) 2: HRMS REFERENCE NUMBER: HRMS/ ROLE CODE: FINADMIN01 4. DEPARTMENT: Facilities Management 5. ORGANISATION CHART: Reporting directly to the Facilities Project and Admin Manager. 6. JOB PURPOSE: To provide administrative support to the Health & Safety Unit on a daily basis and support the Facilities Management Team when required. This will include invoicing, engineer contract scheduling, filing, data input, typing and liaising with internal/external stakeholders, staff and students to communicate Health and Safety information to them and progression of calls, complaints and queries to appropriate staff members when required. The role holder will also assist when required (e.g. holiday cover) with the provision of the Facilities interactive helpdesk function which is key to providing the University s Maintenance support across the Estate as well as providing administrative support to the Heads of Operations and Surveying team when required to ensure the highest levels of customer service are maintained. 7. BACKGROUND INFORMATION: Facilities Management is a multi-disciplinary department providing a comprehensive estate planning and management service and a range of facilities support services, in order to ensure that the University land and property assets and related physical resources are capable of supporting the academic and other business of the University, safely, effectively and efficiently. The department is responsible for advising on, and contributing to the strategic and operational management of the University s land and property portfolio. The University estate is split across two major sites, in Chester and Warrington. The University owns the Kingsway Buildings and Riverside Campus, which are substantial developments located about one mile from the main campus in Chester and which accommodates the Faculty of Arts and Media and the Faculty of Health and Social Care, two of eight Faculties within the University.

2 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communicating Effectively Responsible for answering routine enquiries on a daily basis related to the work of the Heads of Explain procedures relating to fire safety and alarms as required and arrange necessary scheduling with external contractors. To be the person responsible for invoicing processes related to Health & Safety and to assist with general invoicing when required. To send routine correspondence relating to the work of the Heads of To take minutes at Health & Safety committees, Facility Operations Meetings and Facility Management Meetings on a regular basis. Responsible for answering routine enquiries on a daily basis related to the work of the Facilities Department. Respond to queries from students, staff, Faculties and external stakeholders (such as local residents) via , letter and verbally. Explain procedures relating to the Facilities Department as required and referring complex enquiries to relevant team members. 8.2 Leadership and Working Collaboratively To be an effective member of the administrative team. No line management or supervisory responsibility. 8.3 Liaison and Networking To provide information to members of staff in the wider University or stakeholders, (e.g. the Local Council, Charities and Fire Safety Companies engaged with the University) as the first point of contact for the Heads of 8.4 Delivering a High Quality Standard of Service To provide a high level of customer service to all customers, including students, staff, faculty members and external stakeholders (e.g. local Council, contractors, service providers), of the Heads of Operations and Health & Safety Risk Adviser. To assist with other administrative tasks provided by the department when required. 8.5 Effective Decision Making When responding to queries, to take independent decisions on how to respond to queries, relevant processes to direct to and who to refer queries onto. To make collaborative decisions with colleagues within the administrative team on changes to operational processes affecting administrative operations across the department.

3 8.6 Planning and Organising Self and Others To take responsibility for planning and prioritising own work, within the requirements of the role as determined by the Heads of Operations and the Health & Safety Risk Adviser. 8.7 Innovation and Improvement (Effective Problem Solving) To resolve standard problems which arise, with reference to Heads of 8.8 Analysis and Research To gather and input data e.g. maintaining databases relating to fire services and assisting with external events for the University. Undertaking research tasks that arise on behalf of the Heads of 8.9 Sensory and Physical Demands Standard for office work Work Environment Office environment with no responsibility for the health and safety of others beyond due care Pastoral Care and Welfare Expected to show basic sensitivity to colleagues and customers Team Development To provide information and guidance on administrative processes to any new members of staff in the department Teaching and Learning Support This is not a requirement of the role Knowledge and Experience The role holder will have sufficient knowledge or expertise to work on day to day issues in their own area without direct or continuous reference to others. See person specification, below, for more details General To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you. To take responsibility for upholding and complying with the University s Equality and Diversity policies and for behaving in ways which are consistent with fair and equal treatment for all. To comply with all University Health and Safety policies.

4 PERSON SPECIFICATION Job Title: Administrative Assistant (Health & Safety) PERSON SPECIFICATION Department: Facilities Management Criteria / Desirable Method of identification Qualifications: A level or equivalent level qualification. ECDL, or equivalent, or a willingness to undertake. Proven Experience: Proven experience within an administrative or clerical role. Proven high level customer service experience in a forward facing role. Experience of working in a Higher Education environment. Computer literacy. Basic knowledge of Health and Safety. Delivering academic and service excellence: Desirable Desirable form/certificate form/certificate / test Attention to detail. Interview/test Managing self and inspiring others: The ability to prioritise and use resources effectively. / test Working together: Effective communication skills. The ability to work effectively with others as a competent team member. Organisational and stakeholder awareness: Ability to solve standard problems in accordance with procedures. Interview/ Test

5 Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage. Desirable Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Method of identification is where the selection panel will match the candidate s skills and abilities to the required criteria outlined (i.e. application form, interview, test)

6 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT FACILITIES MANAGEMENT ADMINISTRATIVE ASSISTANT (HEALTH & SAFETY) SALARY SCALE University Scale OS4, points 11-14, 17,678-19,247 per annum payable monthly in arrears. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the post-holder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK Monday to Thursday 9.00am pm Friday 9.00am pm (less one hour lunch break each day) A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. HOLIDAY ENTITLEMENT 22 days per annum (pro-rata during the commencement and cessation years), rising to 27 days after five years' continuous service. Two extra statutory days per annum during the Christmas period. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University operates two pension schemes for support staff: The default scheme is the Higher Education Defined Contribution Scheme (HEDCS), which is administered by Friends Life. The Cheshire Local Government Pension Scheme, to which the University is an admitted body. All support staff are entitled to participate in one of these schemes. Some staff will be automatically enrolled into a scheme, depending on their age and earnings, but if they do not wish to remain a member of the scheme, they will be entitled to opt out after enrolment. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy.

7 PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Candidates may download further information and apply via our online recruitment website by following the links on our website at Completed application forms should be submitted no later than Tuesday 4 th March 2014, quoting reference number HRMS/13106.

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