UCL ADVANCES
Job Description & Person Specification:
Facility Administrator
1. Background Information
UCL – a university, a community, a world-class reputation …
UCL is one of the UK’s leading universities, a world-class multidisciplinary research and teaching
institution, whose staff and former students have included 26 Nobel Prize winners. Founded in
1826, UCL was the first university in England to admit students regardless of race, religion or
gender. It continues to thrive on the creativity and diversity of its community which today
comprises 10,000 staff, 13,000 undergraduates and 9,000 graduate students from 130 countries
across the globe.
Constitutionally part of the federal University of London, UCL is in practice an independent
university, with an annual turnover of over £800 million. Its 70 departments span arts and
humanities, social and historical sciences, law, architecture and the built environment,
engineering sciences, mathematical and physical sciences, life and clinical sciences, and
medicine. UCL includes academic units as diverse as the UCL Slade School of Fine Art, the UCL
Bartlett School of Architecture and the UCL Institute of Child Health, which is associated with
Great Ormond Street Hospital.
75% of UCL’s departments received ratings of ‘excellent’ in national teaching quality reviews
carried out between 1993 and 2001 and 60 departments achieved top (grade 5 and 5*) ratings in
the 2001 Research Assessment Exercise. As a result of its track record, UCL receives substantial
funding from government and charities, and more than £250 million is currently being invested in
state-of-the-art facilities for cutting-edge research and teaching. Situated at the heart of one of
the world’s greatest cities, UCL’s historic central campus in Bloomsbury is within easy reach of
several rail and underground stations, the Eurostar terminal and Heathrow airport.
UCL Advances
UCL Advances, UCL’s center for entrepreneurship and business interaction, helps anyone who
wants to learn about, start or grow a business. It’s primary role is to promote a culture of
entrepreneurship on campus and engagement with entrepreneurs and small businesses beyond
UCL’s boundaries. It works to support start-ups and small businesses across London by helping
them to access the technical and business expertise of UCL’s staff and students through a series
of programmes to help support ambitious young companies.
UCL Advances is affiliated with UCL Enterprise, which provides UCL’s structures for engaging
with business for commercial and societal benefit.
www.ucl.ac.uk/advances
www.ucl.ac.uk/enterprise
Programme Summary
IDEAL – Innovation Digital Alliance London – is a unique innovation centre that provides tailored
support, strategic acceleration programmes and high-calibre mentors. Created by Cisco, DC
Thomson and UCL, IDEAL is breaking ground for start-ups looking to grow and commercialise
their business. Find out more at http://www.idea-london.com/
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IDEALondon is a unique place to work, it is fast passed and dynamic, with plenty to do all the
time. The team you will be surrounded by is dynamic, highly motivated, fun and entrepreneurial.
2. The Role
Job Title
Facility Administrator
Reporting to Programme Manager
Location
IDEALondon, 69 Wilson Street LONDON EC2A 2BB & UCL Advances, 90
Tottenham Court Road, London, W1T 4TJ one day a week
Job Function:
This role needs someone who is good at interacting with all sorts of people, someone who is
willing and able to completely own the IDEALondon space / facility, making sure it always looks
it’s best & that everything works as it should.
Principal Responsibilities
• Develop a complete understanding of how everything within the space works &
communicate this with others as necessary
• On-board newcomers
• Remain abreast of “soft” information such as innovators birthdays, personal issues that
may affect their companies performance, holidays planed, ect
• Collection of all documentation and information needed when registering newcomers at
IDEALondon
• Maintain tidiness and cleanliness within the workspace throughout the day – as well as
within the storage and stationary cupboards – particularly keeping an eye on meeting
rooms & kitchens
• Report on any maintenance issues and following these up as appropriate
• Property management liaison – day to day point of contact with the landlord
• Cleaning oversight and point of contact
• Building security liaison – handling the access list & levels to ensure that access is only
given to those who should have it
• Order stationary, consumables and other supplies and responsible for the same (stock
levels, inventory, ect.)
• Ensure procedures are followed using existing ones if possible and generating new ones
where needed
• Establish appropriate filing systems
• Data entry and reporting ensuring the existing data in the database is accurate
Finance
• Get information on businesses to set them up as new customers or service providers
• Create electronic invoices and credit notes and send out as appropriate
• Work together with the Programme Manager on expenditure monitoring and forecasting
• Compile the financial report quarterly and ensure all documents related to financial
reporting are up-to-date
• Collect, file & process receipts for expenses & other claims and deal with any queries
• Trouble shooting on any queries related to invoices, credits, expenses, etc. and
discussing with the Departmental Administrator and / or the Programme Manager any
anticipated problems
Reception
• Maintain communication with the building’s main reception in terms of who is expected to
arrive and at what time
• Develop and maintain a full and up to date knowledge of all UCL Enterprise &
IDEALondon services & partnerships, their applications and benefits so as to ensure that
all enquiries are directed to the most appropriate person to answer
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Act as initial point of contact for all enquiries. External and internal customer queries are to
be treated quickly, thoroughly and with politeness and courtesy. Where necessary in
consultation with the Programme Manager, ensuring customers’ needs are ascertained
and met in the appropriate communicative format
1. Inbound queries from website via email
2. Telephone queries
3. Generic events & room booking queries
4. ISD issues (wifi, telepresence, printer, telephones, login, email, ect)
Man the reception desk, welcome visitors & inform the appropriate person of their arrival
1. Maintain up-to-date list of all those in IDEALondon at any given point in time
2. Maintain up-to-date contact list of all companies and people in IDEALondon
Maintain meeting room calendars, arrange meeting rooms & catering as required
Sort through post and ensure it is distributed to the correct person
Loaning out and collecting cables / adaptors & maintaining inventory list up to date at all
times
Other
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Assist with events, which may take place outside of regular office hours
Arrange furniture layout in rooms for events (training, workshops, ect)
To continue to develop skills and knowledge in work practices, policies and procedures
Carry out any other duties as are within the scope, spirit and purpose of the job as
requested by the line manager or Head of Department/Division.
• Actively follow UCL policies including Equal Opportunities policies and be expected to
give consideration within their role as to how they can actively advance equality of
opportunity and good relations between people who share a relevant protected
characteristic and people who do not share it.
• Maintain an awareness and observation of Fire and Health & Safety Regulations.
This job description reflects the present requirements of the post, and as duties and
responsibilities change/develop, the job description will be reviewed and be subject to
amendment in consultation with the post holder.
3. Person Specification: Knowledge, Skills and Attitude Required
Person Specification
You must have a friendly, personable and outgoing manner. Be hard working, well presented, and
have excellent organisational skills and take on responsibilities with a hands-on attitude.
Specifically you need to be able to demonstrate the following experience and competencies:
Essential
• Strong interest in digital SME’s and the startup culture in London
• Tech-savvy with a desire to use technology to it’s fullest capacity in the workplace,
including but not limited to the use of new and developing software
• Quick to learn how to use new technology
• A strong preference and understanding of electronic filing systems
• A problem solver, proactive, highly organised, adaptable, efficient and detail orientated
• Able to work on own initiative, with minimal supervision and calmly under pressure
• Able to manage and prioritise a busy workload to deadlines
• Have excellent interpersonal and communication skills both written and oral, including the
ability to communicate effectively with people on all levels
• Tact and discretion in the handling of highly confidential and sensitive information
• A minimum of 3 A level passes or equivalent
Desirable
• Experience in facility management
• Experience of administration and finance
• Experience of taking minutes/notes of meetings
• Experience of working in a commercial environment, particularly a small business
• Understanding of how things work within a Higher Education Institution
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