Role
Unitemps, a campus-based recruitment agency owned by De Montfort University, is dedicated to assisting students, graduates, and local professionals in gaining valuable work experience and earning income.
There are several benefits to engaging with Unitemps at DMU:
Networking Opportunities: Through Unitemps, you may have the chance to work with various departments at the university and to engage with Leicestershire businesses. This can help you expand your network and establish connections that may be valuable for your future career.
Professional Development: Many positions available through Unitemps may offer opportunities for professional development and skill enhancement. You can learn new skills and gain valuable knowledge while on the job.
Career Progression: Some temporary positions may lead to permanent employment within the university, giving you a potential pathway for long-term career advancement.
Contribution to the University Community: By working with Unitemps at DMU, you become a part of the university community and can contribute to its success and growth.
THE ROLE
The HLS Faculty at De Montfort University are looking to recruit an Adminsitrative Assistant.
We are looking for a candidate who can act as a focal point for Hawthorn Building - assisting students, staff and visitors face to face, over the phone or via email. We are also looking for a candidate who can act as Goods Inwards for the Faculty; to assist with the provision of core services required in the Faculty, assist with compliance checks and documentation update for Health and Safety data returns.
Expected start date: ASAP
Expected end date: 31.12.2025
Expected interview date: TBC
Rate of pay: £12.61
Holiday Pay: £1.97
This role is an Office based role working Monday to Friday 08:00am - 16:30pm.
Duties and responsibilities
Customer Service
Act as a focal point for Hawthorn Building, taking on a full customer service support role using pc systems, to assist students, staff and visitors face to face, over the phone or via email.
Resolve staff/student queries in a polite, friendly and professional manner. Demonstrate the ability to extract information from students/staff and cascade relevant information.
Answer telephone enquiries and deal proactively with enquiries in person from staff, students and visitors using own initiative or by referring to appropriate individuals.
Assist with administration duties during busy periods and participate in events such as open days, start of term, matriculation, graduation, conferences and external income generation events, some of which will be outside core working hours and at weekend.
Administration
Place orders and goods receipt items on the university finance system (SAP) in line with university regulations
Complete customer service queries and administrative tasks that are both varied and repetitive in nature and possess the ability to be proactive and take action on matters that need attention, whilst balancing conflicting priorities and daily workload.
Reception and assessment of incoming mail, responding directly on routine matters, answering correspondence and composing routine letters, emails and other correspondence to students and academic members of staff.
Undertake routine tasks to support data collection for Health and Safety returns.
Work in partnership with the Faculty Safety and Facilities Manager to ensure H&S compliance
Communicate with contractors and engineers when they arrive on campus, taking or directing them to areas of work, organising carparking etc Duties of the role
Act as Goods Inwards for the Faculty Receiving & logging incoming mail/parcels, taking the initiative to identifying storage requirements/key issues, contacting staff for collection or directing appropriately elsewhere, completing procurement processes around goods receipt, ensuring safe storage until collection, being proactive in ensuring goods are collected by requisitioners etc.
Undertake housekeeping duties to maintain up to date information and office standards including updating notice boards, pc based information and replenishing stocks of forms, stationery and leaflets.
Control email distribution lists, staff contact information on webpages etc ensuring that information on there is correct and up to date.
Enter estates work requests on the University system: Quantarc.
Update databases as required maintaining accuracy and consistency to ensure high standards of data quality.
Organise own work and determine own priorities under the general supervision of the local line manager.
Maintain a tidy and organised work environment, ensuring that filing and record keeping is up to date, post room facilities are tidy and up to date and the HHZ hatch maintains a professional appearance.
Skills and experience
Five GCSEs including a grade C in English Language (or an equivalent level of qualification)
Able to enter data onto University systems in an accurate manner following training.
Including placing and goods receipting orders, and entering estates work requests.
Confident email, spreadsheet and word processing user including experience of Microsoft Office/Outlook packages and databases.
Experience working in a busy office environment, adhering to administrative deadlines and dealing with interruptions.
High levels of accuracy and strong attention to detail.
Broad understanding of H&S within a working environment and the need for accurate record keeping
Ability to prioritise and organise own workload with minimal supervision in a logical and transparent manner and establish priorities, such as storage requirements.
Understand confidentiality and the requirements of the Data Protection Act 2018.
Ability to communicate effectively at all levels e.g., visitors, students, academics and senior executives, both verbally and in writing.
Must be able to act with discretion, sensitivity and confidentiality at all times
Excellent customer service skills including giving clear advice and accurate information to customers and/or external parties.
Able to provide a service to a diverse range of people to promote good relations and equality.
Ability and willingness to work proactively as part of a team, have a flexible approach and occasionally work out of core hours.
Demonstrate an enthusiasm and a willingness and interest in learning new skills
Location
De Montfort University
Additional information
Unitemps is acting as an Employment Business, supplying temporary workers, in relation to this vacancy. Unitemps are based on the 1st floor of the DSU Campus Centre.
Our friendly reception is open Monday to Friday 10am-4pm and the team are contactable on 01162078351 or Unitemps@dmu.ac.uk if you have any queries relating to Unitemps.
Unitemps DMU operates a monthly payroll - Please refer to the candidate information hub for DMU Unitemps in relation to pay dates and further information - HERE
Careers Support for DMU students ONLY
The Careers Hub based in The Hugh Aston Building on Campus is for DMU students from all faculties to receive tailored Career support from trained Careers coaches; it is a useful space to visit should you have any questions regarding Careers! If you are a DMU student and require help creating a CV/Cover Letter, why not make use of the Careers Team Skills Hub, available via MyGateway by clicking HERE
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