Campus Admin 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.

Main Duties and Responsibilities 1. 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; 2. To assist with the development of appropriate policy and procedures to support the efficient delivery of the service; 3. To directly supervise all assigned staff including planning/authorising leave, agreeing appropriate staff development and to carry out annual appraisals with the Director of Corporate Services support; 4. To assist with the development of operational plans and communicate targets to the team on a regular basis; 5. To provide general administration support to other College managers; 6. To act as standby in support of campus administration as required (e.g. providing evening cover, receiving callers etc.); 7. To assist in providing support for other College sections as required (e.g. Admissions service during peak enrolment periods); 8. To provide a high quality, flexible and professional customer service to all users as measured against established service benchmarks; 9. To collate data and produce relevant information including monthly team reports; 10. To regularly liaise with other Campus Admin Officers to arrange crosscampus team meetings; 11. To co-ordinate reception rotas and the reception services as required; 12. To work in liaison with Campus Manager in organising key campus events; 13. To act as point of reference for Campus correspondence and develop events calendar to support the smooth running of the campus; 14. To liaise with Estates and other stakeholders to ensure any premises matters are properly reported and any upgrades to premises agreed and consulted appropriately; 15. To ensure the College critical incident framework is regularly reviewed at campus level and all necessary staff kept-up-to date; 16. To support the Campus Manager in update and review of Health and Safety documentation including first aid rotas, fire evacuation, fire marshals. 17. To regularly monitor and review protocols and customer service standards, in conjunction with campus manager, and ensure high standards are maintained at all times; 18. To attend and actively participate in campus meetings and organise annual schedules as appropriate; 19. To lead and actively participate in campus event and initiatives; 20. To develop forms of communications which supports improved campus / staff engagement generally; 21. To ensure purchase orders / invoices on agresso are dealt with in a timely manner; 22. To oversee the financial administration at Dungannon Campus and act as standby in support of financial duties if postholder is not available; 23. To make recommendations to management on key administrative services (as indicated below) while ensuring value for money: ▪ Reprographic and digital scanning services ▪ Postage and distribution ▪ Reception services ▪ Archive process ▪ Stationery procurement, stock and inventory ▪ Recycling 24. 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 (e.g. post, e-mail etc.) ▪ Assistance in collection of information, compilation, presentation and dissemination of reports, forms etc. ▪ 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 25. 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 promote and actively contribute to the Colleges’ Mission, Vision and Values; • To fully comply with and actively promote College policies and procedures; • Within the context of the post, ensure full compliance with College Health and Safety requirements; • To comply with and actively promote College policies and procedures on all aspects of Equality; • 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 his nominated officer(s). Salary: Band 4 Points 8 - 18 (£24,702 - £29,269) Contract Type: Permanent Hours of work: 36 hours per week Location: Dungannon Campus

Terms & 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 30 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.