Assistant Campus Operations Officer

Job Title: Assistant Campus Operations Officer

Department: Campus Operations & Facilities Reports To: Campus Manager/ Assistant Campus Manager Location: On-Campus Job Type: Full-Time Joining Date: ASAP Standard Working Hours: 9AM – 5PM Working Pattern / Flexibility: Core hours are Monday to Friday, but the candidate must be flexible to cover weekends, weekdays, and evenings as operational needs require (e.g., campus events, early openings, late lockups, or emergency callouts). Salary : £26,437 - £29,000 per annum Depending on experience

Job Description: Assistant Campus Operations Officer

Role Overview

The Assistant Campus Operations Officer will support the Campus Manager across all operational, facilities, health & safety compliance, municipal liaison, and administrative tracking functions.

The post holder will manage campus opening and closing routines, coordinate facility staff schedules, handle daily purchasing and Civica procurement workflows, maintain the Civica asset register, generate operational and compliance reports, and liaise with local authorities.

Key Duties & Responsibilities

1. Procurement, Civica System Management & Asset Tracking

Process and order routine, day-to-day campus supplies, equipment, and consumables using the Civica software system. Purchase approved day-to-day operational items for the campus and maintain digital and physical purchase records. Retain, organise, and promptly upload all purchase receipts, delivery notes, and invoices into designated shared folders for the Finance team’s review and audit. Maintain and update the official Campus Asset Register on Civica, ensuring all new furniture, IT hardware, and plant equipment are tagged, registered, and audited. Check incoming deliveries, reconcile job sheets against purchase orders, and assist the Campus Manager in clearing vendor invoices with Finance.

1. Health & Safety Data Management, Compliance & Reporting

Maintain and organise central records for all campus Health & Safety and operational data (risk assessments, accident books, incident reports, and contractor inductions). Generate periodic Health & Safety compliance summaries, operational status reports, and defect trackers for review by the Campus Manager and central compliance teams. Carry out and record statutory checks, including weekly fire alarm tests, emergency lighting inspections, fire door checks, and extinguisher servicing records. Conduct and document routine water hygiene monitoring (Legionella control), including temperature logging and outlet flushing regimes. Coordinate Portable Appliance Testing (PAT), log test records, and safely decommission faulty items. Assist in maintaining the campus Asbestos Register condition logs and verifying contractor safety permits prior to works commencing. Support the Campus Manager during internal and external audits hosted for awarding bodies and partner universities.

1. Campus Opening, Closing & Facilities Operations

Manage and execute daily campus opening and locking procedures, ensuring all access gates, entrances, and alarmed areas are opened each morning and secured at night. Serve as an authorised keyholder for access control, scheduled lock-ups, and emergency out-of-hours callouts. Maintain and manage duty rotas and daily work schedules for on-site facility staff, front-desk personnel, and support teams. Supervise on-site contracted cleaning teams, ensuring daily sanitisation standards and commercial waste collections are upheld. Coordinate skip hires, bulk waste removal, and general campus clearances. Maintain the live Campus Management Work Log, tracking defect repairs, contractor visits, and Planned Preventative Maintenance (PPM) for HVAC, electrical, plumbing, and lifts. Manage room configurations, timetable setups, and Display Screen Equipment (DSE) workstation adjustments.

1. Municipal, Local Council & Utilities Administration

Act as an operational point of contact with the local City Council to resolve estate-related issues, business rates/tax matters, municipal assessments, and address registrations. Coordinate with utility providers (electricity, gas, water, telecoms) to submit regular meter readings, resolve billing discrepancies, and monitor service lines. Assist in liaising with the Royal Mail Address Development Centre regarding postal address files (PAF) and postcode designations.

1. Academic Delivery, Space Readiness & Monitoring

Conduct morning and afternoon classroom inspections to ensure audio-visual equipment, display screens, and furniture arrangements are ready before teaching begins. Monitor lecturer punctuality, classroom readiness, and verify compliance with staff sign-in and sign-out registers, escalating issues to the Campus Manager. Liaise with the on-site IT Officer to resolve immediate technical disruptions in teaching areas. Prepare and supervise rooms for on-campus entry assessments in line with UKMC and partner university guidelines.

1. Events, Front-of-House & General Operational Support

Coordinate floor layouts, AV equipment, and logistics for campus events, student induction sessions, welfare activities, and recruitment open days. Provide front-line support for student enquiries, onboarding documentation, and Student Finance England (SFE) query procedures. Track daily staff attendance logs, recording unnotified absences and repeated lateness for HR records. Assist the Campus Manager with safeguarding documentation, on-site accessibility adjustments, and building inductions for new personnel