Scheduling Admin - Nights

Job id: 086385. Salary: £32,979 - £36,396 per annum, including London Weighting Allowance.

Posted: 15 April 2024. Closing date: 05 May 2024.

Business unit: Estates & Facilities. Department: Resource & Planning.

Contact details: Greig Cave. css-recruitment@kcl.ac.uk

Location: Strand Campus. Category: Professional & Support Services.

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Job description

The Resourcing, Compliance and Performance Team (RCP) is tasked with ensuring the efficient delivery of the Management and Service Support functions for the Cleaning and Security Services Department (CSS).

The role of Scheduling Administrator in this new team is varied and challenging, with postholders being required to adopt a rolling roster pattern in order to support the service 24/7. The primary purpose of the role is to provide day-to-day general administrative support to the scheduling team and acting as a key point of contact for CSS employees, responding to their queries and recording attendance.

The team works 24/7. This post is for 42 hours/week on a roster pattern (including weekends) with shifts between 19:00 and 07:00.

This post will be offered on an indefinite contract contract.

This is a full-time post - 120% full time equivalent

Key responsibilities

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 TimeGate 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 CAFM systems (currently PLANON) are distributed and actioned in a timely manner in order to meet departmental KPIs.

Providing multi-lingual support (predominately Spanish & Portuguese) 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.

Collate periodic audit and benchmarking data as directed.

Raise purchase orders as requested by the CSS team, ensuring prompt receipting processes are maintained.

Support the Head of RCP and others in the monitoring of departmental budgets.

The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.

Skills, knowledge, and experience

Essential criteria

• Fluent in Spanish

• Expert user of Word, Excel, Outlook and databases

• Excellent communication and interpersonal skills

• Ability to create and maintain effective administrative systems

• Excellent organizational skills / Experience of organising meetings and diaries

• Ability to deliver to deadline

• Experience of creating and maintaining reports

• Ability to produce written documentation clearly and concisely

• Customer focused

• Experience of co-ordinating with multiple work areas

Desirable criteria

• Officer Administration qualification

• Experience of working within a 24/7 operational environment