ST JOHN S COLLEGE. Establishment & Estates Administrative Assistant: Grade 4 FURTHER PARTICULARS

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1 ST JOHN S COLLEGE Establishment & Estates Administrative Assistant: Grade 4 FURTHER PARTICULARS The College is seeking to appoint an Establishment & Estates Administrative Assistant to support the activities of the Estates Department. The College St John s College is one of the larger colleges in the University of Oxford. Conveniently situated on St. Giles, it was founded in 1555 by Sir Thomas White and has around 650 students and 100 Fellows. For further information about the College, please visit our website at About the post The Establishment & Estates Administrative Assistant will be responsible to the Estates Manager; for the performance of his/her duties they will report to the Establishment & Estates Administrator. All works will be carried out in accordance with appropriate Statutes, Codes, Regulations, Standards and Departmental Procedures. The Establishment & Estates Administrative Assistant will provide administrative support and secretarial duties to the Establishment & Estates Office, providing reception and front of house duties and will at all times adopt an attitude which helps to promote the good image of the College and Estates Department when in contact with clients, customers and agencies. Principal responsibilities include: Help Desk Function Maintain the focal point and help desk functions for enquiries to the Department via a variety of methods of communication, and for visitors to the Department. Respond to queries and questions, seeking advice and guidance as appropriate from Technical Officers, making reference to CAFM database. Prioritise and allocate work to trade persons in accordance with established procedures. Check past actions, requests and monitor trends and problems in association with logging work orders. Arrange access as necessary in connection with work requests, notifying individuals & departments of disruption, works, shutdown, diversions etc. Call out contractors and suppliers within established and approved framework agreements. Co-ordinate attendance, arrange access, liaise with requesters, issue keys, permits and guidance to contractors as required and instructed by Technical Officers. Issue purchase orders, work orders and external work orders within delegated limits. Page 1 of 5

2 Provide updates, feedback and other relevant information to requesters, customers, contractors and stakeholders regarding progress and priorities of works requests. Record time, materials and financial information for completed works and close out work orders, update completion notes and follow up any future actions. Update property records, assets, contact information, rents, leases, responsibilities and all other relevant data. Admin Support General administrative and secretarial support duties, typing, telephone enquiries, fax, filing, photocopying, laminating, dealing with mail and s. Manage mail and post, including electronic mail enquiries for the Estates Department. Manage stationery requirements for the department to include fax, printers and photocopier suppliers. Sign visitors in/out, provide H&S briefing as necessary, permits-to-work, forms and work authorisations if requested to do so. Assist with the coordination of issuing keys, for properties, vehicles etc and maintain a track of keys issued. Assist the Establishment & Estates Administrator in maintaining records for the staff. Details to include leave, absences, uniforms, PPE and training requirements. Finance Process timesheets and associate completed tasks with appropriate account codes. Assist Estates and Establishment Administrator in processing suppliers and contractor s payments. Record invoice details on CAFM, close out Work Orders and Purchase Orders. Maintain, track and record details of materials, works, equipment and DEL hours for all Fellows and Staff housing works. Materials & Stock Price check stock and materials based on the requirements and technical specification provided by the Technical Officers. Maintain records of orders and stock. Liaise with suppliers and accept deliveries on behalf of the Department as and when required. Raise and issue purchase and works orders for goods, materials plant labour and stationery within delegated and authorised limits, ensuring that best value for money is achieved. Maintain a check that goods are received. Page 2 of 5

3 Record Keeping Maintain records and details of plant equipment, asbestos, finishes, keys and other assets and information deemed appropriate within building manuals and CAFM database. Input data and keep databases and spreadsheets up to date. Maintain records of files, drawings, plans, manuals and photographs in a variety of formats including databases, electronic, paper-based, O&M Manuals, Log Books, As-builts, site drawings, fire plans, electronic and paper copies. Process Managing Agents property reports and circulate for approval. Other Duties Attend meetings, training sessions and courses, held in-house or externally as required. Attend relevant meetings, committees and reviews as required. The list of duties and responsibilities is not exhaustive and the post holder may be required to carry out alternative tasks within the sphere of the Estates Department as detailed from time to time and instructed by the Estates Manager. Selection criteria Essential A proven track record of administration tasks in a similar environment. Ability to demonstrate a professional manner and establish rapport with colleagues and the wider College community. Excellent time management skills and ability to meet deadlines. Excellent written and oral communications skills and experience of communicating with people at all levels. Excellent organisational skills. Good team player and also the ability to work on their own initiative. Good IT Skills: Word/Excel/Outlook, and experience of data input and management of databases. Ability to prioritise workload and re-prioritise on a daily basis. Desirable NVQ in Administration or equivalent qualification. Page 3 of 5

4 Experience of Finances, Purchase Orders and invoicing. Scheduling of works, organising of trades or similar technical environment. Experience of working in Higher Education. Terms and Conditions of Employment Salary: Appointment will be at Grade 04 S 02 of the University s salary scale for support staff, currently 21,391. Hours of work: Monday Friday, 8am 4.30pm (Lunch break 30 minutes). You will be required to work 40 hours per week, but will receive pay based on 39 hours, and as a result are entitled to 6 Rest Days per year. REST days can only be taken at the discretion of the Estates Manager, and requests for such a day should normally be placed at least SEVEN days beforehand. In emergency this warning period may be waived. If, at some future time, basic weekly hours are altered the arrangement for REST days would be reviewed. Holidays: Annual leave entitlement is 38 days, inclusive of 8 public holidays and 5 fixed days of closure at Christmas. The holiday year runs from 1 January to 31 December. The Establishment & Estates Administrative Assistant and the Establishment & Estates Administrator should not take leave at the same time, and all leave to be agreed with the Estates Manager. Pension: The position will be eligible, after one year of service, for membership of the College s Staff Pension Scheme. For the first 12 months of service, the post holder is eligible to be auto-enrolled into the National Employment Savings Trust (NEST). Probationary and notice periods: The appointment is subject to satisfactory completion of a six-month probationary period, during which the notice period will be one week on either side. Once the appointment has been confirmed, the notice period on either side will be: (a) After the initial probationary period, and up to two years service - one week; (b) For each full year of continuous service after two years service - not less than one week for each continuous year of service, up to a maximum of twelve weeks notice. Page 4 of 5

5 Appointment procedure Applications consisting of a covering letter explaining your suitability for the post and full CV should be sent to: Establishment & Estates Administrator St John s College St Giles Oxford, OX1 3JP Or via to Your application should arrive by post no later than noon Friday 16 th October Please give the names, addresses and telephone numbers of two people who are prepared to give you a reference for this job and who have direct experience of your work through working closely with you for a considerable period. At least one of them should be your formal line manager in your most recent job. It is helpful if you can tell us briefly how each referee knows you (e.g. line manager, work colleague ). The College will assume that it is free to approach referees at any stage unless the candidate s application stipulates otherwise. Candidates who wish a referee or referees to be approached only with their specific permission and/or if they are on the final shortlist and are invited to attend an interview, are asked to state such requirements explicitly alongside the details of the relevant referee(s). If your application is successful, your appointment will be subject (i) to the provision of an original document which indicates your right to work in the UK, and (ii) the completion of an initial probationary period. Data protection All data supplied by applicants will be used only for the purposes of determining their suitability for the post, and will be held in accordance with the principles of the Data Protection Act 1998 and the College s Data Protection Policy and recruitment monitoring process. Equality of Opportunity St John s College is committed to providing equality of opportunity and avoiding unlawful discrimination. The policy and practice of the College requires that all staff are afforded equal opportunities within employment and that entry into employment with the College and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. Subject to statutory provisions, no applicant or member of staff will be treated less favourably than another because of his or her sex, marital status, sexual orientation, racial group, age or disability. Page 5 of 5

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