Administration Coordinator

Full Job Description

Role Purpose: The Administrator Coordinator is responsible for implementing and managing workspace management systems to support daily operations at the Ray Dolby Centre. This role supports teaching, research activities, events, and industry collaborations by overseeing the department's booking system, event operations, and visitor management services.

Main Duties and Responsibilities:

1. Management of Booking System: Oversee the day-to-day operation of the department's booking system in coordination with the Soft Facilities Deputy and Facilities Assistants. Collaborate with the Maxwell Centre Administrator and IT teams as necessary. Develop and implement new procedures, processes, and systems for the booking system, providing clear guidance for staff. Maintain accurate information on the department website and intranet.

2. Booking System Oversight: Manage the department's booking system, including business rules, approval workflows, and operational policy. Develop and implement booking processes and procedures, conducting continuous improvement reviews. Handle queries and issues related to facilities use, maintenance, venue hire, bookings, and external events at the RDC. Provide training on the system to staff and new users and serve as the first point of contact for technical issues.

3. Research and Vendor Evaluation: Research new services and appliances to enhance operational efficiency. Conduct market research and compare costs and benefits when evaluating new vendors, adhering to University financial procedures and regulations.

4. Health and Safety Compliance: Ensure compliance with health and safety regulations by completing regular safety checks and maintaining a safe working environment for staff. Conduct health and safety inductions for new staff, students, and visitors. Coordinate with event organizers to ensure appropriate risk assessments are conducted for events at the Centre.

5. Additional Duties: Undertake any other duties as instructed by the line manager, commensurate with the role.

Skills and Qualifications:

• Previous experience in administration or coordination roles preferred.
• Strong organizational and communication skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Knowledge of booking systems and event management processes.
• Familiarity with health and safety regulations and compliance requirements.
• Proficiency in Microsoft Office suite and web content management systems.

Note: This job description outlines the primary responsibilities associated with the Administrator Coordinator role. Additional tasks may be assigned to support the operational needs of the department.