Spanish Speaking Scheduling Administrator

Job Description Scheduling Administrator must be fluent in Spanish
Job Description
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.

2. 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.

3. 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.

4. 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

5. 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

6. 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

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