Offers “Adecco UK Limited”

Expires soon Adecco UK Limited


  • Uxbridge (London)
  • Infra / Networks / Telecom

Job description

·  Location
Uxbridge, Greater London
·  Salary
·  Category
Office and Secretarial - Administrator
·  Job type
·  Industry
Office and Secretarial
·  External Reference


·  Dealing with a high volume of queries via Maintenance Helpdesk, Call Centre, Live online Chat, Group Mailbox and in person at Reception Desk

·  Logging all contacts using departmental software (Remedy)

·  Carry out all filing, scanning of documents and annual archiving of departmental records

·  Assisting with preparation of key departmental activities; e.g. departures/ early arrivals, Summer Conferences

·  Reporting faults and issues on Admin PC's to Computer Support

·  Prepare documents and orders for Print Room

·  Using mail merge to send mass emails via Kinetics

·  Creating notices for staff and students on SharePoint following template guidelines

·  Monitor, stocktake and ordering stationery items

·  Preparing student conduct letters and updating incident database

·  Keeping up to date with knowledge and processes of other departments (e.g. Accommodation Centre, Student Services, Estates and Finance)

·  An awareness and familiarisation of Accommodation and Residences Website including use of and suggestions for FAQ's

·  Escorting students to rooms for show rounds and room lock outs

·  Updating and keeping accurate staff and student records

·  Provide cover in the absence of the Reception staff

·  Assist Supervisors checking halls when short staffed

Keys/Access Cards

·  Sateon/Salto - creating cards plus assigning/removing access cards for staff and conference delegates as necessary

·  Ensuring all keys/access cards are signed in and out by staff and contractors and returned by 4:30 each day. Escalating to Residences Management Team if not.

·  Checking Lost Key/Card List, preparing barrel change documentation and informing Handymen team for replacement. Updating all relevant records.

·  Ensuring key cabinets are secure at all times

·  Preparing, emailing list and taking keys to Security each day

·  Collecting keys from Security and checking out any keys signed for each day

·  Assisting with annual key audit

Helpdesk Duties

·  Triage all calls

·  Report defects on Plannon and Non-student defects

·  Updating Kx and Non-student defects spreadsheets

·  Upload Daily Student Maintenance Request Data and print off maintenance jobs for handymen team

·  Update Monthly Student Maintenance Database

·  Monthly audit of First Aid and Spill Kits + updating on records on spreadsheet

·  Logging Pat Testing Records

·  Administrative support for ongoing refurbishment projects

·  Recording all compliance records and Handy persons training records

·  Setting up system and filing all Maintenance related correspondence

·  Small Projects i.e. creating bespoke spreadsheets

·  Scanning credit card receipts for CHIME

·  Note taking and distribution for maintenance meetings (frequency)

Finance Duties

·  Raising and Receipting Orders on University Procurement System

·  Processing charges on Kinetics (Fines/Damage Charges/Access Charges)

·  Processing payments on Kinetics (Camp beds)


·  Booking rooms

·  Note taking and distribution for general staff meetings (frequency)

·  Diary Management (staff and meeting rooms)

Effective Behaviours

·  Timeliness

·  Meeting Deadlines and adherence to SLA's

·  Ability to plan and organise own workload

·  Ability to adapt to a flexible approach to the demands of a busy department in order to accommodate changes in priorities when required

·  Utilise the department's software systems fully to ensure we can report on all aspects of our activities accurately

·  Ensuring excellent customer service is provided at all times

·  Residential Services is committed to a process of continuous improvement in the delivery of its services. The role holder will commit to and take part in initiatives which improve service delivery with measurable results so as to demonstrate a high standard of customer care, quality of work and value for money

All training will be given on in house programmes

If you don't have any of the above experience - then please do not apply for the role. This is quite a senior administraton role and at least 3 years experiece is required.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explains how we will use your information - please copy and paste the following link in to your browser

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