Service Desk: 9am - 5pm
Monday to Friday
The Base, Alexandra Square, Lancaster Campus

Temporary Administration Assistant

  • Location:
    North West
  • Position:
  • Date Posted:
    14 Jun 2017
  • Advertising End Date:
    25 Jun 2017
  • Vacancy Type:
  • Reference:
Job Description

Temporary Administration Assistant

Location:          Campus

Duration:         3rd July to 29th September 2017

Hours:                Monday - Wednesday: 8:00 - 16:30,

Thursday: 8:00 - 16:00,

Friday: 8:00 - 13:00

Rate:                    £9.56 per hour plus holiday pay


Lancaster University requires an Administrator to support the delivery of the maintenance operations by providing a proactive customer focused first point of contact for all enquiries on maintenance related issues.

This position will involve a high volume of data inputting so attention to detail and experience of excel are essential.


Major Duties:

  • To be the first point of contact in the maintenance operation to include; answering incoming telephone calls, deal with enquiries (both face to face and over the telephone) and re-direct people to the appropriate person when necessary.

  • To provide a customer focused meet-and-greet service within the maintenance workshops for all staff, visitors and contractors including issuing and recording of keys.

  • To monitor the Planon system for requests paying particular attention to urgent and high priority jobs and print out job tickets for supervisors.

  • To monitor performance of jobs against service levels, flag up and follow up with appropriate supervisors/ contractors.

  • Compile reports on Planon in relation to works complete/outstanding and service levels for distribution to relevant parties.

  • Maintain Planon database with progress updates for outstanding work orders due for completion.

  • Daily inputting of relevant data to include staff time/costs and closing out of work orders within the Planon system.

  • Liaising with contractors and visitors, issuing and logging of site access passes and maintaining records.

  • To maintain sickness and holiday records for maintenance team.

  • To provide clerical support to the maintenance team including minute taking, word-process documents, letters, spreadsheets and email correspondence.

  • To administer, amend and update any relevant health and safety paperwork to include permits to work, risk assessments and training records.

  • To maintain manual and electronic filing systems.

  • To take messages and deal with them quickly and effectively.

  • To liaise/assist with the Facilities Helpdesk on Planon queries and resolution.

  • General offices duties commensurate with the grade.

  • Any other duties as may reasonably be required by the Head of Department, or their nominee, consistent with the grade of the post.

Applications without a covering letter will not be considered. For help and advice on covering letters:

Help from Careers @ Lancaster

Blog from ERS on why your Cover Letters matter

Under the terms of this work, we endeavor to provide the advertised number of hours however, hours are not guaranteed and that work may cease if there is a fall in demand.


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