Spanish Speaking Scheduling Administrator

Job Description Scheduling Administrator

Job Description XXX MUST BE FLUENT IN SPANISH XXXXX

1. Administrative support

• Supporting the Resource Planning and Scheduling team with deployment of resource, general administration, maintaining relevant systems, logs, and other reporting tools as required.

• Maintaining the annual leave data base ensuring employee requests are processed in a timely manner and records updated accurately.

• Ensuring all relevant systems such as Time Gate are maintained accurately and in a timely manner, so they reflect the current status.

• Provide a comprehensive 'handover' to the incoming shift, flagging key issues that are on-going.

• Providing diary management support for the Head of RCP, AD Facilities and CSS Heads of Services as required, including organising meetings and minute taking as required.

• Ensure all requests from the PLANON are distributed and actioned in a timely manner in order to meet departmental KPIs.

• Collate periodic audit and benchmarking data as directed.

1. Communications

• Providing multi-lingual support (predominately Spanish) for CSS employees via email and over the phone, receiving and responding to employee queries e.g. logging absence and escalating issues as appropriate with relevant colleagues.

• Liaising with internal and external stakeholders and suppliers as required, ensuring the highest levels of customer service is maintained at all times.

1. General

• Within the scope of the role, ensure the highest level of customer service is provided to the Estates & Facilities Management Team and its employees and others across the university.

1. Knowledge / skills

• Attention to detail

• Ability to deliver to deadline

• Excellent organisational skills - own workload and that of others

• Ability to create and maintain effective administrative systems

• Excellent communication and interpersonal skills - ability to work collaboratively with others and build effective relationships with internal and external colleagues and service users

• Ability to produce written documentation clearly and concisely

• Fluent in Spanish

1. Experience

• Expert user of Word and Excel, Outlook, databases

• Experience of co-ordinating with multiple work areas

• Experience of organising meetings and diaries

• Experience of working independently and making independent decisions

• Experience of working within a 24/7 operational environment

• Experience of creating and maintaining reports

1. Personal characteristics and other requirements

• Resourceful and conscientious

• Excellent time-management

• Customer-focussed

• Problem solving - an interest in making things work well

• Willing and able to travel off-site from time to time

You will be working some weekends and different shift patterns

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