The Post
The post sits within the Administration Team, providing day-to-day administrative support to the Head of Operations and Maintenance and the wider Operations & Maintenance team. The role supports the administration of the Estates & Commercial Services Stores and satellite stores across campus, ensuring the efficient provision of materials, components and consumables to facilitate maintenance activities.

The post holder will assist in the procurement and supply of goods and services, undertake purchasing and stock control processes, and interact regularly with trades colleagues, supervisors, suppliers and internal customers. Effective use of university systems is required to maintain accurate records, manage stock levels, process orders and comply with financial and procurement procedures.

The hours for this post are 36 hours per week, primarily Monday to Friday, however flexibility is required to work 5 days over 7 as operational needs dictate.

Description of Duties
Key Duties & Responsibilities

Duties will include, but are not limited to:

• Providing a customer-facing goods-in service, issuing stock items and responding to enquiries
• Supporting the procurement of stock and non-stock items in line with university procedures
• Liaising with suppliers to obtain quotations, delivery information and product details
• Comparing prices and delivery options to secure best value within procurement guidelines
• Preparing purchase requisitions using the University's Agresso finance system
• Tracking orders and liaising with suppliers to ensure agreed delivery times are met
• Receiving and checking/booking in deliveries, resolving minor discrepancies and maintaining accurate records
• Updating stock information in Archibus and assisting with stock checks and replenishment activities
• Assisting supervisors and colleagues in reviewing and maintaining appropriate stock levels
• Making credit card purchases for minor ad-hoc items within agreed limits
• Maintaining compliance with procurement and financial procedures including the application of APUC frameworks as necessary
• Responsible for co-ordinating monthly, quarterly, and annual stock control activities and audits, maintaining accurate stock records in Archibus for financial reconciliation, and addressing any discrepancies identified
• Supporting the administration of low-value maintenance contracts (e.g. fire extinguisher servicing)
• Providing general administrative support across the Directorate as required
• Identify areas for streamlining or process improvement, making recommendations to line manager
• Assist in the further development of the 'Archibus maintenance management system' module for stock control
• Maintaining positive customer and supplier relationships
• Assisting with the day-to-day operations of the Mailroom.

General Office Duties

• Prepare a variety of reports from different E&CS systems
• Create and maintain spreadsheets and templates for recording information for analysis etc
• Help to create, develop and maintain filing systems both paper and electronic
• Undertake other administrative/ad-hoc duties as required including support/cover for other colleagues within the Directorate
• Carry out other relevant and reasonable duties as directed by your line manager or a member of the Estates & Campus Services senior management team