Job Title: Campus Administrator
Location: Birmingham
Salary: £21,630 Per Annum
Job type: Full time, Permanent
Closing Date: Thursday 29th February 2024
The Queen’s Foundation is one of the oldest theological colleges in England. The attractive campus in Edgbaston, Birmingham is a busy place, with teaching taking place almost year-round.
The Foundation fosters and promotes diversity and inclusion, and welcomes applications from people of all backgrounds regardless of faith, ethnicity, gender diversity, LGBTQIA+, diversity of views and practices, or (dis)ability.
There is no Genuine Occupational Requirement for Professional Services staff to be practicing Christians and our staff come from a variety of faith and non-faith backgrounds.
About the role:
The Campus Administrator, based at the reception desk, will assist students, staff, conference guests, visitors, and contractors. They must be a confident communicator, friendly and helpful, and resourceful, with a ‘can-do’ attitude.
Excellent standards in customer care and strong administrative experience, are needed, to support the Campus Manager in running the campus. The ability to show initiative and flexibility in responding quickly to developing priorities is important. This busy and varied role needs a well-organised, proactive person, with great communication skills and a keen eye for detail.
Strong IT skills, including Office 365 are essential. Strong Excel experience in using spreadsheets to record, manage, and extract information are essential. Experience in using bookings and database software would be advantageous but we are happy to provide in-work training for the right person.
Indicative job description:
To uphold our strong customer-focused ethos responding to a complex range of reception enquiries.
- maintaining a welcoming and pleasant reception area
- applying correct security and H&S protocols
- providing accurate and complete information to enquiries
- managing the switchboard and email account, responding promptly to enquiries
- updating reception media displays.
To provide administrative support for the Campus Manager in ensuring that the day-to-day activities of the campus, reception and hospitality run smoothly. This includes:
- handling post and parcels
- managing stocks of stationery and office equipment
- using paper and digital files to ensure accuracy of data
- generating and auditing access key cards and manual keys
To take responsibility for room booking service for academic activities, conferences, and events. This includes:
- managing the booking system platform
- administering and coordinating events, responding to enquiries, assisting with quotes and invoicing.
- liaising with relevant teams to ensure each event is delivered according to requirements
- providing basic ‘set-up’ technical support and delivering campus induction guidance.
To assist with accommodation arrangements for residents, residential events and conferences. This includes:
- handling all queries regarding room/flat/house allocations and moves
- managing guest room bookings on Excel for accessibility, security, housekeeping, quality checks/repairs and invoicing
- handling correspondence with tenants/license holders, including licences and tenancy agreements and financial arrangements
- generating and maintaining accurate quotes and invoices for guests.
To extract, manipulate and present routine data reports using software, spreadsheets, and trackers. This includes:
- using spreadsheets and formulas to populate, analyse and manipulate Eventbrite data, and generating data sensitive Excel reports
- populating, updating, and presenting Excel spreadsheets in relation to room allocations
- using Excel trackers for quoting, invoicing and recording purposes.
To maintain and promote accurate campus information and procedures, supporting good practice and efficient operations. This includes:
- supporting the development of information on the website and media platforms
To work closely with the House Keeping, Facilities, and Catering teams, to ensure that high standards of service are delivered and maintained. This includes:
- working with the housekeeping and facilities team.
- leading daily/weekly consultations with the housekeeping team to review room allocations, linen requirements, repairs, H&S etc
- handling enquiries regarding catering and refreshments.
To work with colleagues across the Foundation in undertaking other task so that essential areas of work are covered if operational needs arise.
Person Specification:
Essential Skills and Experience:
Experience in a similar customer-focused reception and administrator role
Strong verbal and written communication skills
Accuracy in attention to detail and accuracy
Ability to multitask
Strong organisational skills
GCSE pass English and Maths
Strong IT skills using Office 365 (including Outlook, Word, PowerPoint and Excel)
Benefits:
Pension scheme with generous employer contribution
Free lunch during termtime
25 days, plus Bank Holidays, and closed days between Christmas and New Year
Click APPLY now to be considered for this role!
Candidates with the relevant experience or job titles of: Admin Assistant, Office Administrator, Administrator, Office Administration Assistant, Administration Clerk may also be considered for this role.
