Job Description Scheduling Administrator
Scheduling Administrator role requires fluency in Spanish and strong administrative support skills.
Responsibilities
* Supporting the Resource Planning and Scheduling team with deployment of resources, general administration, maintaining relevant systems, logs, and other reporting tools as required.
* Maintaining the annual leave database 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 ongoing.
* 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.
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.
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.
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
Experience
* Expert user of Word and Excel, Outlook, databases
* Experience of coordinating 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
Personal characteristics and other requirements
* Resourceful and conscientious
* Excellent time-management
* Customer-focused
* Problem solving – an interest in making things work well
* Willing and able to travel off-site from time to time
You will be working some weekends and different shift patterns.
Blue Arrow is proud to be a Disability Confident Employer and is committed to helping find great work opportunities for great people.
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