Departmental Officer

Main purpose of the job

The position comprises administrative support, reception and facilities management and events, in addition to being responsible for a range of tasks which support staff and students in a large and busy department. This role involves dealing with multiple tasks and customers at the same time and is key to the smooth running of the department. The post holder must be efficient, organised and take great care in attention to detail.

Duties and responsibilities

The post holder will be expected to undertake the following duties, liaising with the Deputy Departmental Manager as necessary, and working with other key staff as appropriate in order to ensure that the Department’s and College’s requirements are met.

Key Responsibilities

• Provide comprehensive administrative support across the department
• Support onboarding and induction processes for new staff, including arranging IT access, ID cards, equipment, and office set-up
• Organise meetings, book rooms, prepare materials, coordinate refreshments, and take minutes when required
• Maintain departmental databases, records, asset registers, and contact lists
• Process purchase orders, invoices, expense claims, and stationery orders
• Manage incoming and outgoing post, deliveries, courier requests, and parcel tracking
• Act as the first point of contact for visitors, telephone calls, and email enquiries
• Coordinate facilities and maintenance issues with contractors and estates teams
• Ensure meeting rooms, teaching spaces, communal areas, and office equipment are maintained and fully functional
• Support office moves, room setups, stock management, and health & safety processes
• Assist with organising departmental events, conferences, open days, induction activities, and staff functions
• Provide on-the-day support for events including venue preparation, catering coordination, and troubleshooting
• Support wider professional services teams during busy periods and staff absences

Experience and Qualifications

• Educated to A-Level standard or equivalent with a minimum of C or above in Maths and English at GCSE level, or equivalent experience.
• Experience of working within a higher education and/or service environment
• Experience of working in a busy customer focused and customer facing environment.
• Up-to-date knowledge of fire safety, health and safety regulations and facilities management issues
• Experience of working in an HR supporting role.

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