We are looking for an Office Coordinator to join our small and friendly team, where you will be supporting the work of the School Office. You will be an integral member of the team, with responsibilities relating to HR, purchasing, communications (including our website/intranet), meetings and events. Full training will be provided, and you will work closely with the rest of the team, including your line manager, the Governance and Operations Administrator, as well as others such as the EA to the Head of School and the Finance Advisor. This role would suit you if you have excellent communication and organisational skills, are process-driven, can prioritise your work and are confident in proactively using your initiative. You will also need to be adept at using Microsoft packages and be willing and able to learn to use new software packages (including web editing, if no prior experience).
The School Office sits at an interesting interface between the Departments and Institutions of the School of Technology and the University's central administration. We also collaborate directly with external bodies, such as funders. We have especially close contact with Education Services, the Finance Division, the Research Office and the Human Resources Division as well as the Departments within the School. The School Office is responsible for proposing, consulting and implementing School-wide polices and administrative procedures, ensuring compliance within the University's governance framework, and financial control. Most members of the team, which comprises both academic and professional services staff, support one of the key functions of the School (eg HR, finance, research, education, governance), whilst the School Office Coordinator provides a support function for the team as a whole, as set out in the attached Further Particulars document.
Key responsibilities of the role include: managing the team calendar, organising meetings and occasional events; responding to emails to our general enquiries address, liaising with other members of the team as necessary; sending out regular communications to the team and the Departments of the School; supporting recruitment and HR administration, including maintaining records via online systems; supporting committee work, preparing draft agendas and compiling paper packs; keeping our website and intranet up to date; purchasing new office supplies and equipment as needed, maintaining our register of assets and processing invoices; documenting processes and considering ways that we might improve our ways of working; general administration support, including maintaining safety records, reporting building faults and updating local processes.
In return we would offer you:
- a clear training plan, with supportive training being delivered by colleagues within the team and others in the wider University;
- weekly one-to-ones with your Line Manager and an annual review to ensure you are on track;
- fortnightly team meetings/lunches, to develop your understanding of the work undertaken across the whole School Office;
- IT equipment to allow for hybrid working when possible, taking into consideration the department needs (currently we expect all staff to be in the office at least 2 - 3 days a week, to maximise collaboration opportunities and support the team culture);
- the opportunity for flexible working: this post is available either full- or part-time (minimum 30 hours per week) and working patterns can be discussed either at interview or in advance;
- joint development of a Personal and Professional development plan to encourage future promotion within the University;
- access to various University training courses, as well as LinkedIn Learning, with an emphasis on personal development;
- a supportive, inclusive and engaging working environment within a small and friendly team.
We welcome applications from individuals who wish to be considered for part-time working (minimum 30 hours pw) or other flexible working arrangements.
Click the 'Apply' button below to register an account with our recruitment system (if you have not already) and apply online.
If you would like to discuss the role informally, please contact Becky Ramshaw, School Administrator (Governance and Operations) at email@example.com
Please quote reference NN40394 on your application and in any correspondence about this vacancy.
The University actively supports equality, diversity and inclusion and encourages applications from all sections of society.
The University has a responsibility to ensure that all employees are eligible to live and work in the UK.