Operations Assistant

Joining an award winning and highly motivated team, the Operations Assistant will provide comprehensive operational support to the Halls Operations Manager in ensuring that the accommodation is safe and comfortable for our students. The post is a permanent full-time position.
Educated to a minimum of 5 x GCSE level, grade A* – C (inc. English and Maths) or NVQ level II in a relevant subject area, or possessing equivalent experience working in a similar role. The successful candidate will have experience of working in a client-based environment with a commitment to customer care. Also essential are excellent organisational, communication skills and IT skills including proficiency with Microsoft Office, as well as a meticulous approach to record keeping.
The ability to communicate through the medium of Welsh is desirable for this post.
The standard working week will be on an as and when required basis working five (5) days out of seven (7) in any one week to support business needs, although the standard working days will be Monday – Friday. It will be necessary to work occasional evenings and weekends, especially at the start and end of academic sessions. Due to the nature of the work, it is also not possible to take holidays during September.
This post requires a valid driving licence.
The successful candidate will be expected to commence as soon as possible.
This role will be located on campus at Bangor. Through our Dynamic Working framework , there will also be the option to spend some time working remotely (although remaining in the UK) to support work life balance, which will be discussed further with candidates at interview.
Applications will also be considered to carry out this role on a part-time or job share basis.
Applications will only be accepted via our on-line recruitment website, jobs.bangor.ac.uk. However, in cases of access issues due to disability, paper application forms are available by telephoning 01248 383865.
Closing date for applications: 9th November 2022.
Committed To Equal Opportunities

Overview

The Halls of Residence department provides students with the best experience in their Halls of Residence by keeping them safe and supported and by promoting their participation and ownership of an equal and responsible communal society.
The department currently looks after approximately 3000 students living in 38 buildings across two purpose-built villages. We are an award winning, fast paced and student focused department, delivering the best in student experience.
The successful candidate will join an enthusiastic and positive team and will be expected to contribute proactively to the ethos of the department.

Purpose of the Job

• To support the Halls Operations Manager in the delivery of all accommodation services in the Halls of Residence.
• Assisting in the day-to-day operational supervision of the residences, to include inspections and report.
• To ensure compliance with all Departmental and Institutional policies and procedures.
• To help maintain Health & Safety of students across residential campus, including undertaking Health and Safety checks where applicable.
• To assist with key tasks in ensuring that Halls of Residence are ready for new intakes.

Main Duties and Responsibilities

Health and Safety
• Making effective decisions using established procedures in regard to the health and safety of residents, building users and the buildings themselves.
• Day-to-day monitoring of Halls, ensuring compliance under direction and on own initiative.
• To be conversant with relevant Health & Safety regulations and to maintain risk assessment registers.
• Report and record the repair of equipment and buildings within the Halls.
• Reporting all accidents and near misses.
• To attend training courses as required by Management.
• To take pride in the look and feel of the residences, ensuring that they meet exacting standards.
• To effectively delegate prioritised maintenance work requirements to internal and external contractors.
• Carry out daily key tasks to ensure compliance to fire procedures, legionella prevention, and overall safety and security of residents and buildings.
Operations / Information Management
• On a rota basis, to provide a reception for contractor, suppliers and visitors to Halls.
• Responsibility for the allocation and security of all door entry cards and keys to authorised contractors and visitors.
• Providing the main liaison point for internal departments such as Domestics, Security, Conferences and Maintenance on all operational issues within Halls, communicating confident and accurate information.
• Provide back office support service to students in regard to maintenance, health and safety and all other operational concerns within the residences.
• Maintain electronic door entry systems ensuring all hardware is kept up to date and that authorised staff access is sustained.
• Receive, generate and process all room and building maintenance requests via email, telephone and the online Kinetics reporting system and refer to the relevant teams.
• Receive, handle and resolve customer issues by providing feedback and/or escalating where necessary, contributing to the enhancement of the students’ experience in the Halls.
• Monitoring and inspection of equipment and student residences. Report on findings accurately and comprehensively. This will include regular inspections of occupied and void bedrooms and following up on any identified health & safety and maintenance concerns.
• Carry out daily visits to residents following up on maintenance requests and complaints and using initiative to resolve effectively-making appropriate decisions on a case by case basis.
• Carry out regular stock control checks and ensure all supplies are maintained.
• Acquire thorough working knowledge of the operational IT systems in the Halls of Residence including Kinetics, Salto, Planon, and BHI.
• Maintain essential paper and electronic office information systems including, forward planning charts, financial records, project records, UUK compliance etc.
• Carry out the student damages procedure ensuring repair costs where necessary are charged to the responsible person.
• Responsible for processing and implementing operational systems in conjunction with the Operations Manager.

• Be proficient in the use of a computer and Microsoft Office applications; be able to use email, web, and telephone as electronic communication tools; word processing and spreadsheet software to undertake office communications and record keeping.
• Contribute to and take minutes of meetings as necessary with residences staff.
• Excellent attention to detail is paramount.
• Ability to work independently and demonstrate initiative.
• Proven ability to behave in an appropriately assertive and professional way and deal with difficult situations.

Other Duties and Responsibilities

• A valid driving licence is essential as the successful candidate will be required to drive departmental vehicles.
• This position is physically demanding and involves numerous visits to the Halls and frequent use of stairs.
• Carry out other reasonable duties as requested by the Halls Management team.
• The post holder will also be required to work within any of the residential sites in Bangor.
• Willingness and ability to work some flexible hours when required, including some evenings and weekends.

• The post holder will be expected to participate in performance review and developmental activities.
• The post holder will be expected to comply with the University’s Equal Opportunities policies, Dignity at Work and Study Policy and the University’s Welsh Language Scheme.
• The post holder has a general and legal duty of care in relation to health, safety and wellbeing and must take all reasonable steps to ensure a safe and healthy working environment for him/herself and for other members of staff, students and visitors affected by his/her actions or inactions. The post holder is also required to comply with all applicable health and safety policies, procedures and risk assessments.
• The post holder must comply with relevant legal and financial policies and procedures and be aware of their responsibilities in terms of the legal requirements of their post.

Person Specification

Essential
• 5 x GCSE level, grade A* – C (inc. English and Maths) or NVQ level II in a relevant subject area, or possessing equivalent experience working in a similar role.
• Confident communicator with excellent inter-personal skills, and an ability to communicate effectively, both orally and in writing.
• Able to engage positively and confidently with both staff and students, and maintain relationships with colleagues across the University.
• Excellent attention to detail with experience of producing precise and thorough work in a busy environment.
• Ability to contribute positively to a team and collaborate with other team members.
• Excellent organisational skills and ability to handle a varied and demanding workload.
• Accurate data entry skills and demonstrable attention to detail.
• Customer focused experience with an understanding of customer concerns.
• An excellent ability to use electronic media as part of day-to-day activities, to include proficiency in Microsoft Office and the capability to adapt to using new systems.
• A willingness to participate in training and undertake further professional development.
• A valid driving licence.
Desirable
• Previous experience of working within a quality and standards environment.
• Experience of undertaking building inspections or audits.
• Experience of working in the HE sector.
• Experience of working within the hospitality/residential sector.
• The ability to communicate through the medium of Welsh is desirable for this role. If applicants are not able to speak / write in Welsh at present, there are many opportunities to learn if the successful candidate wishes to do so.

General

The University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds. We strive to develop a workforce from all sections of the community regardless of sex, gender identity, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We promote and facilitate the use of the Welsh language through our progressive Welsh Language Policy. We comply with the Welsh Language Standards and are committed to equality of opportunity. You are welcome to apply for any job in English or Welsh and all applications submitted will be treated equally.
We are a member of Advance HE’s Athena SWAN Gender Equality charter and hold a Bronze award in recognition of our commitment to and progress towards gender equality within the University’s policies, practices, and culture. We are proud to be a Disability Confident employer.
All members of staff have a duty to ensure their actions are in line with the overall environmental aims of the University and minimise their environmental impact.
All offers are made subject to proof of eligibility to work in the UK and receipt of satisfactory references.
All candidates must meet the requirements of UK ‘right to work’ requirements *** If you require Home Office permission to work in the UK, or need to switch your visa status in order to take this job we recommend you use the following link to information about the routes into employment and to check eligibility requirements: https://www.gov.uk/browse/visas-immigration/work-visas
Please note that we are unable to employ anyone who does not have the right to live and work in the UK legally. When applying for this post you will be required to explain the basis upon which you believe you will be able to live and work in the UK legally on the commencement date of the role should your application be successful.
Please note that, in the event of applications being received from candidates on the University’s Redeployment Register with a reasonable skills match to the post specification, these applicants will be given prior consideration.