Scheduling Administrator

OverviewJob Description Scheduling Administrator

1. Responsibilities – Administrative support

Supporting the Resource Planning and Scheduling team with deployment of resource, general administration, maintaining relevant systems, logs, and other reporting tools as required.

Maintaining the annual leave data base ensuring employee requests are processed in a timely manner and records updated accurately.

Ensuring all relevant systems such as Time Gate are maintained accurately and in a timely manner, so they reflect the current status.

Provide a comprehensive ''handover'' to the incoming shift, flagging key issues that are on-going.

Providing diary management support for the Head of RCP, AD Facilities and CSS Heads of Services as required, including organising meetings and minute taking as required.

Ensure all requests from the PLANON are distributed and actioned in a timely manner in order to meet departmental KPIs.

Collate periodic audit and benchmarking data as directed.

2. Responsibilities – Communications

Providing multi-lingual support (predominately Spanish) for CSS employees via email and over the phone, receiving and responding to employee queries e.g. logging absence and escalating issues as appropriate with relevant colleagues.

Liaising with internal and external stakeholders and suppliers as required, ensuring the highest levels of customer service is maintained at all times.

3. Responsibilities – General

Within the scope of the role, ensure the highest level of customer service is provided to the Estates and Facilities Management Team and its employees and others across the university.

4. Knowledge / skills

Attention to detail

Ability to deliver to deadline

Excellent organisational skills - own workload and that of others

Ability to create and maintain effective administrative systems

Excellent communication and interpersonal skills - ability to work collaboratively with others and build effective relationships with internal and external colleagues and service users

Ability to produce written documentation clearly and concisely

Fluent in Spanish

5. Experience

Expert user of Word and Excel, Outlook, databases

Experience of co-ordinating with multiple work areas

Experience of organising meetings and diaries

Experience of working independently and making independent decisions

Experience of working within a 24/7 operational environment

Experience of creating and maintaining reports

6. Personal characteristics and other requirements

Resourceful and conscientious

Excellent time-management

Customer-focussed

Problem solving - an interest in making things work well

Willing and able to travel off-site from time to time

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