Operations Administrator Job In Birmingham

Operations Administrator


  • £10.46 per hour
  • Posted: 08/03/2019
  • Birmingham
  • Job Ref: 041225829
  • Temporary

Job Details

An opportunity has arisen for an Operations Administrator to work within a well established University in Birmingham

This post is to provide operational support within one of the Schools specifically acting as an interface between the HR department and the School providing essential recruitment FTC administration support. The post holder will deliver high quality recruitment, fixed term contracts, associate user and honorary contract administration, working with minimal supervision. The post holder will be expected to co-ordinate the day-to-day recruitment administration of the School. The post requires a strong sense of initiative and the ability to multi-task. The post will require a high level of communication between academics, recruiting managers, the School Operations Manager, HR and Finance.

Main Duties
To provide a full range of local recruitment and administrative duties for the School. Duties will include:
Responsible for ensuring recruitment processes are completed accurately and in a timely manner. This will require the post holder to liaise with the Senior Operations Administrator and academic staff to obtain information for compiling and clarifying required documentation.
Ensuring UKVI requirements are adhered to by requesting the relevant documentation (i.e. visas).
Act as the principal point for recruitment queries and handling the initial query through to resolution.
Inputs to, monitors and updates recruitment software (WCN) in order to progress jobs to advert. This will involve understanding the role requirements.
Compile recruitment information on an agreed regular basis to the Operations Manager and Head of School regarding posts that are currently advertised.
Monitor enquiries relating to recruitment via telephone and email, and handle all enquiries in a sensitive and diplomatic manner, being aware of the confidential nature of the information received.
Submit and track progress of College Post Approvals Group (CPAG) cases in collaboration with the Senior Operations Administrator for submission to CPAG.
Develop, implement and maintain administrative process for storage, retrieval and tracking of documentation and management information relating to the recruitment process to ensure relevant information is retained.
Responsible for managing the associate user process including dealing with new requests and advising on applications.
Responsible for managing the honorary contracts process including dealing with new honorary contract requests and advising on reappointments.
Collate information to ensure that all Fixed-Term Contracts and fixed funding employees are visible and that contract and funding end dates are identified in order to reduce the need for staff consultations leading to greater retention of staff within the School through stability of contracts.
To liaise with HR to ensure processes of contract expiries are administered, process guidance is consistent, systems are maintained and correspondences are generated in a timely fashion.

General Operations Hub duties
Undertaking Operations Hub reception duties as required, acting as the first port of call for incoming queries from staff / visitors
Collecting, sorting and distributing incoming post.
Collating and checking outgoing post, ensuring it is ready for collection.
Maintaining staff and student pigeon-holes.
 Maintaining and updating the Operations Hub staff-related filing and archiving.
 Maintaining the Operations Hub office stationery supplies; re-ordering supplies as required
through the procedures laid down by the College.

Additional Duties
Assist other administrative staff within the School on occasions, at the request of the
Operations Manager, to cover leave or exceptional work load.
To carry out any other reasonable duties as may be required, which are commensurate with
the grade and nature of the post.

Person Specification
Previous experience as an administrator in a large complex recruitment environment, ideally
with Higher Education experience
Ability to use own initiative and prioritise work tasks, whilst working with conflicting demands
Able to organise and manage a busy workload and work with minimal supervision with a
willingness to resolve situations, as well as knowing when to refer issues to others.
Professional and flexible approach to work: able to reassess priorities and respond positively
to changing requirements
Excellent interpersonal skills with the ability to exercise tact and diplomacy and to deal with
confidential and sensitive information appropriately

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