Scheduling Administrator

Job Description Scheduling Administrator
Job Description

1. 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. 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. General
* Within the scope of the role, ensure the highest level of customer service is provided to the Estates & 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