Operations Administrator

Job title:

Operations Administrator

Company

University College London

Job description

About us The Faculty of Mathematical and Physical Sciences (MAPS) comprises eight departments highly rated for research excellence: Chemistry; Physics & Astronomy; Space & Climate Physics; Mathematics; Science & Technology Studies; Earth Sciences, Risk and Disaster Reduction; and Statistical Science. In addition, the faculty has its own interdepartmental undergraduate degree programme: Natural Sciences.The faculty provides a base for several research centres and institutes: these facilitate in-depth and interdisciplinary research through collaboration between experts within MAPS and in related areas such as engineering sciences and life sciences. These include:

• The London Centre for Nanotechnology
• Centre for Planetary Science
• Institute for Materials Discovery
• The Thomas Young Centre.

The faculty prides itself on providing a rich and culturally diverse environment for students and staff alike. This role is within the Professional Services Team in the Department of Mathematics, which is part of the MAPS Faculty. The Department has internationally recognised research groups in pure and applied analysis, fluid mechanics, mathematical physics, geometry and topology, algebra, number theory, combinatorics, and mathematical modelling in biology, finance, industry, and society.Since 2011, the department has grown considerably, with over 100 academic and honorary staff members, including fellows of the Royal Society. The department also has over 25 postdoctoral research fellows. We welcome a regular stream of distinguished visiting academics from home and abroad. The broad range of research interests is reflected in the wide choice of courses available in the third and fourth years of the degree programmes, from spectral theory, groups and geometry to fluid mechanics and from mathematical ideas in biology to cosmology. Research funding in the department from EPSRC, Leverhulme Trust and the Wellcome Trust has grown significantly in recent years, with an increase of 70% in total funding since 2011.About the role Main purpose of the job:
As the post holder, you will be an integral part of our professional services team, working alongside colleagues to ensure the smooth day-to-day operations of the Department. This includes assisting with general and financial queries, events, and space planning.

• The post holder works with colleagues to provide administration and organisation for critical areas across the Mathematics Department.
• The role includes acting as Departmental Safety Officer supported by the Deputy Safety Officer, Departmental Manager and Head of Department.

Duties and responsibilities:
Events Administration and Communications

• Co-ordinate events, including workshops, conferences, receptions, seminars, annual alumni dinner, inaugural lectures and public engagement events
• Manage event logistics including catering, travel and accommodation, etc., liaising with presenters, delegates and suppliers, and evaluation and reporting
• Manage event marketing
• Manage invitations and registrations via UCL Online Store
• Coordinate the recording, archiving and accessibility of events • To attend relevant meetings with the Faculty Marcomms team
• Deputy Editor of the annual De Morgan Newsletter. Design and distribute the newsletter annually in liaison with the Editor, other colleagues and the Alumni Office using Adobe Pro or other appropriate software. This includes production, proofreading, completion, printing and distribution Procurement – ordering of furniture, door signs, stationery, dept merchanise and other services, such as refreshment orders, couriers, printing, catering as required and all accommodation on UCL’s MyFinance procurement system, including contacting suppliers to check invoices and quotes
• Responsibility for updating safety content on the departmental intranet and website using the UCL content management system (currently Drupal). Includes updating and proofreading various safety documents
• Maintain UCL brand guidelines

Safety:
The postholder will act as the Departmental Safety Officer (DSO). This includes:

• Monitoring and reviewing the arrangements for safe working, compiling and disseminating the departmental arrangements for safe working, and reporting to the HoD any shortfall or non-compliance with departmental arrangements for safe working. Ensuring safety records are maintained/submitted, including risk assessments and the department’s Major Incident Plan.
• Ensure all accidents and incidents are recorded on RiskNET and assist in the investigation of accidents and incidents.
• Do monthly walkarounds of departmental space and report any issues/maintenance required. • Reporting comms for safety
• Arrange PAT testing annually to remain compliant.
• Always adhering to T100 Lite compliance and staying up to date with the safety policy is essential. It ensures that we are all aware of the latest safety standards and regulations, contributing to a safe working environment.
• Maintain the RiskNET: Responsible Person Register • Update DSO manual
• Updating the Fire Marshals list
• Attend safety meetings and project meetings related to dept space
• Assist the Head of Department and Departmental Manager with maintaining and updating the Health and Safety policy and procedures for the department

Recruitment:
Students Conversion and Widening Participation Assisting Undergraduate Admissions Tutor The Admissions Tutor does most of their own admin, however the post holder should be prepared to occasionally assist with:

• General enquiries relating to the admissions process ensuring a timely and accurate response • Generating ‘keep warm’ correspondence for applicants including holding letters and details of opportunities provided by UCL

Please see Job Description for all details.About you This specification of the qualifications, experience, skills, knowledge, and abilities required to effectively carry out the responsibilities of the post (as outlined in the job description) forms the basis for selecting a candidate. The Person Specification is evaluated through a comprehensive process that includes the Application Form, Interview and Test. Each of these components plays a crucial role in assessing your suitability for the role. The test comprises three components, and you will have 1 hour and 15 minutes to complete all three: a written English test, an in-tray test, and an Excel test. All components are designed to test spelling, attention to detail, accuracy, and IT skills. The Excel test will involve formulas.Essential Criteria Assessment method (Application form/ Interview / Practical Test) Qualifications, experience, and knowledge Educated to A Level standard with a minimum of 5 GCSEs at Grade C or above (Including Mathematics and English Language) or equivalent, or having acquired relevant working experience – Application form
Experience of providing administrative support to staff – Application/Interview Experience of producing and manipulating reports from online systems/databases -Application / Interview / Practical Test
Experience of online systems/databases – Application / Interview / Practical Test
A commitment to customer focus and the need to provide an efficient, professional and effective service to the many users and contacts both internally at all levels of the organisation and externally – Application / Interview / Practical Test
Knowledge of or willingness to learn Health and Safety regulations – Application / Interview
Knowledge of GDPR requirements – Application / InterviewSkills and abilities
Excellent level of literacy and oral and written communication skills -Application / Interview / Practical Test
Advanced skill level using Microsoft Office, especially Word, Excel and Outlook -Application / Interview / Practical Test
High level of numeracy, with the ability to understand and interpret figures and statistics, and undertake standard calculations – Application / Interview / Practical Test High level of accuracy and attention to detail -Application / Interview / Practical Test Good interpersonal skills, which enable the post holder to tactfully and assertively communicate with others, and to develop effective, professional working relationships across UCL and externally- Application /Interview
Proven experience of working as a creative and proactive member of a team – Application / Interview
Proven consistent ability to meet tight deadlines, and to manage one’s own workload with effective prioritisation, organisation and time management skills- Application / Interview / Practical Test
The ability to deal with confidential information in a professional manner – Application / InterviewUCL Ways of Working
Understanding your personal obligation to upholding principles of workplace diversity, equality, inclusion and wellbeing – Application / Interview
A work ethic that supports institutional strategic goals and shows how your work connects and contributes to those goals- Interview
Demonstrate flexibility to support work in different areas, particularly in a scenario of covering short-term for an absent colleague with substantially different work responsibilities -InterviewDesirable
Experience of using records management systems within an institution – Application Experience of working within a HE or research environment – ApplicationWhat we offer As well as the exciting opportunities this role presents, we also offer some great benefits some of which are below:

• 41 Days holiday (27 days annual leave 8 bank holiday and 6 closure days)
• Additional 5 days’ annual leave purchase scheme
• Defined benefit career average revalued earnings pension scheme (CARE)
• Cycle to work scheme and season ticket loan
• Immigration loan
• Relocation scheme for certain posts
• On-Site nursery
• On-site gym
• Enhanced maternity, paternity and adoption pay
• Employee assistance programme: Staff Support Service
• Discounted medical insurance

Visit https://www.ucl.ac.uk/work-at-ucl/reward-and-benefits-0 to find out more.Our commitment to Equality, Diversity and Inclusion As London’s Global University, we know diversity fosters creativity and innovation, and we want our community to represent the diversity of the world’s talent. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong.We therefore particularly encourage applications from candidates who are likely to be underrepresented in UCL’s workforce.These include people from Black, Asian and ethnic minority backgrounds; disabled people; LGBTQI+ people; and for our Grade 9 and 10 roles, women.Our department holds an Athena SWAN Silver award, in recognition of our commitment and demonstrable impact in advancing gender equality.You can read more about our commitment to Equality, Diversity, and Inclusion here: https://www.ucl.ac.uk/equality-diversity-inclusion/.Available documents

Expected salary

Location

North West London

Job date

Thu, 19 Dec 2024 08:05:57 GMT

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