Aura Innovation Administrative Assistant, United Kingdom

Salary Range:

£26,707.00 -£28,778.00

We are committed to equality, diversity and inclusion, creating a community where colleagues feel respected and valued. We aim to reflect the diversity of our students and communities, and to strengthen our university through collaboration and diverse perspectives, across all roles at the University.

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This role is for Tuesdays/Wednesdays only/part-time/18 hours per week.

Specific Duties and Responsibilities of the post:
The post holder will predominantly be supporting and assisting the Reception and Facilities Coordinator with the management of the AIC's flexible working space (AuraFleX) and the AIC Meeting and Events Coordinator with the management of the AIC's conference space (AuraConneX). As this role will involve occasionally handling food according to client requirements, food hygiene experience would be desirable, although full training will be provided. This role will report to the Aura Operations Coordinator.
Support to Reception and Facilities:
A key part of this role is to ensure that visitors to the AIC receive a positive customer experience that sets the expectation for what visitors can expect when visiting the Aura Innovation Centre. Specific duties and responsibilities include:
Provide a warm and professional welcome to guests visiting the AIC ensuring that they signin and are aware of any on-site health and safety requirements.
• Induct and orientate guests into the building to provide an encompassing overview of the facilities.
• Support the Aura R&F Coordinator with ensuring the reception desk is staffed at all times during AIC opening hours.
• Liaise with all visitors, inclusive of deliveries, University colleagues and businesses who may take space within the AIC.
• Screen calls and emails to the AIC mailboxes.
• Support operating procedures and systems, including making full use of the Sign in App to ensure that visitors to the building are monitored effectively.
• Ensure that this CRM system is used as the central data hub for all activity and that all interaction is recorded. Ensure that the data recorded is up-to-date and adheres to GDPR and other legislative requirements.
• Organise own workload against the priorities of the Meeting and Events Coordinator, Reception and Facilities Coordinator, Operations Coordinator and requirements of other team members.
• Support and maintain effective administrative systems, including filing both electronic and hard copies of essential paperwork, archiving processes and other office systems for the Aura team.

Support to Meeting and Events:
• Support the M&E Coordinator with meeting and event proposals which fit client requirements, including identifying appropriate meeting rooms within the AIC and coordinating catering and refreshments as required.
• Assist with clearing and set up of rooms according to client requirements. This involves manual handling.
• Facilitate on the day refreshments according to client requirements, including occasional food handling in line with safe hygiene practices.
• Assisting with meetings and events on the day of, including welcoming guests, assisting with event set-up, communicating with staff, problem-solving and supporting car park management as required.
• Develop a working knowledge of the AV system installed within the AIC.
• Regularly communicate with meeting and event hosts to maintain impeccable customer service.

The post will require the postholder to work flexible hours between the hours of 8am-6pm, with occasional out of hours to be agreed and arranged in advance.

This role is for Tuesdays/Wednesdays only/part-time/18 hours per week.

Overall Purpose of the Role
• Roles at this level work within established processes and procedures, with minimum day to day supervision under the guidance of a team leader.
• The role holder will:
o Provide administrative support to staff, students and more senior colleagues. The role will involve maintaining systems and/or undertaking routine tasks that support the working of teams, processes and/ or projects.
o Require the relevant knowledge which may be gained through experience and on the job training.

Main Work Activities:

Communication
• Assist in the preparation and collation of written documents for circulation
• Take notes and produce formal minutes at meetings when required
• Format and edit publications
• Draft and type formal documentation
• Compile procedural manuals and other University documentation
Teamwork
• Under the guidance of a team leader, where necessary provide day-to-day support to other members of staff and members of staff new to the work area

Service Delivery
• Provide administrative support to colleagues including academic and administrative staff
• Provide administrative support to specific projects as required
• General office duties which may include:
o Using the photocopier and fax equipment
o Receiving, acknowledge, distributing and posting mail
o Updating notice boards
o General filing duties
• May be required to perform reception duties
Planning and Organisation
• Organise and represent the area and University at events
• Plan and prioritise own work activities
Analysis/Data Inputting
• Record and analyse data as required using Microsoft Office, other software and corporate systems
• Produce reports for routine analysis
• Check departmental web presence to ensure accuracy of information
• Maintain accurate records

Additionally the post holder will be required to:
• Fulfil the employees'duties described in the University's health and safety policies and cooperate with the health and safety arrangements in place within the department. May be required to undertake specific health and safety roles on request e.g. Display screen equipment assessor, departmental safety officer, fire warden
• Show a commitment to diversity, equal opportunities and anti-discriminatory practices This includes undertaking mandatory equality and diversity training
• Comply with University regulations, policies and procedures

#INT

Applications close at 00:01am of the closing date listed. We reserve the right to close this vacancy early if we receive sufficient applications. If you are interested in this role, please submit your application as early as possible.