Job Title:Clerical Assistant (Part Time)

UNIVERSITY OF NOTTINGHAM
RECRUITMENT ROLE PROFILE FORM

Job Title:Clerical Assistant (Part time)

School/Department:Estates Office – Security Section

Salary:£14,421- £15,765 per annum (pro rata) depending on skills and experience. Salary progression beyond this range is subject to performance

Job Family and Level:APM Level 1

Contract Status:Fixed Term until 11 November 2016

Hours of Work:21.75 hours per week, worked mainly Wednesday to Friday. Flexibility will be required

Location:Security Office

Reporting to:Head of Security

Purpose of the New Role:

To provide customer service and support in the Security Office in relation to car parking, access cards, security matters, University keys, lost and found property; with particular emphasis on assisting with University card procedures and the University car parking charging system. To be available to provide clerical assistance to any area within Estates as the need may arise.

Main Responsibilities / % of time
1. / Production, administration and issue of University cards for all University staff, students and associate staff
Answering queries in relation to University cards via the telephone, email and in person through the Security Reception Counter Service. Producing cards in relation tolost, damaged, stolen or incorrectly printed cards. Assisting students who experience difficulty in obtaining cards through the on-line application system, especially international students. Receiving and processing application forms and handling of associated cash, cheques and confidential credit card information
Liaising with the Finance Office to ensure the accurate processing of payments and resolutions of queries. Liaising with Libraries, Information Services, Human Resources, schools and departments, where appropriate, to resolve queries
Integrating on-site card production and issuing processes with revised student registration procedures and associated immigration compliance requirements for international students / 30%
2. / To administer the University car parking charging system, including use of the car parking database
Issuing of car parking permits, fines and warnings in the enforcement of University Car Parking Regulations
The provision of service to on-site key cutting or liaison with key cutting providers to provide a fast professional service / 30%
3. / General customer interface at the Security reception by telephone and email to provide a service in regard to other security related functions including general enquiries, issue of keys, and lost and found property / 20%
4. / General clerical assistance: typing letters, memos and reports in support of the administration of the Security section / 10%
5. / To be available to provide clerical assistance,appropriate to the APM level of responsibility, to any area within Estates as the need may arise / 10%
6. / Any other duties appropriate to the role and level

Knowledge, Skills, Qualifications & Experience

Essential / Desirable
Qualifications/
Education / Good level of numeracy and literacy evidenced by GCSEs or equivalent qualifications/experience
Knowledge/Skills/
Training / In-depth knowledge of Microsoft suite of office products, especially Word, Access and Excel / Excellent typing skills
(35 wpm)
Experience / Previous experience in a similar administrative/support role
Experience within a customer facing environment
Excellent organisational, planning and time management skills / Experience in handling of cash and confidential credit card details would be an advantage
Experience in university card or security based clerical function
Other / Actively seeks to develop self
Adaptable
Attention to detail
Concentrates attention and activity on customer
Effective communicator (written and verbal)
Seeks solutions and explanations
An ability to work with the minimum of supervision.
Must be able to work as part of a team, with the integrity to handle sensitive security matters

APM 1 Estates Security Clerical Assistant_September 2015.doc1