Commercial Services Administrator - Workspace

Commercial Services
Job Family / Level:
Professional Services – Level 2b
Responsible to:
Commercial Services Administration Coordinator
Key Working Relationships: Commercial Services Administrators; Commercial
Services staff; Commercial Services representatives in HR, Payroll, ICT, Finance.
Summary of post:
To provide a day-to-day professional administrative support service for the
Commercial Services Division.
The post-holder is required to work flexibly across the Division providing support
where necessary to meet service delivery and customer service requirements.
Key responsibilities:
General office administration duties including dealing with telephone enquiries,
post, maintenance of filing systems and database records, typing letters,
minute taking, photocopying, meeting scheduling, ordering stationery and
compiling and sending out information as required.
Provide diary management services for Commercial Services management
team as required, including scheduling meetings, corresponding with external
and internal meeting attendees and booking rooms and refreshments as
Provision of accurate information on Commercial Services activities and offer
to staff, students and external clients by telephone, letter, e-mail and in
Collate, cost and submit all timesheets for agency, casual and other staffing
areas where required. Forward these for management authorisation. Keep
accurate records of all timesheets submitted for the required length of time.
To control and maintain an inventory of equipment and assets for each
Department within the Division. Responsibility for ensuring that the relevant
senior managers are alerted in good time to service needs and renewal dates.
To update and maintain elements of the Commercial Services website where
required. This may involve updating telephone numbers, organisational
charts, new offers for each operational area (for example, updating menus on
the website, updating class schedules on the Ethos website and other
informational updates). This will be under the direction of the Departmental
To receive and respond to telephone and e-mail enquiries including customer
and general business enquiries and to analyse and initiate the appropriate
follow-up action or the correct person to forward the enquiry to. Provide a
courteous and highly professional standard of customer service.
To deal with recruitment of staff through the iRecruitment process involving
assisting in drafting adverts, job descriptions and person specifications and
liaise with HR to ensure all legislation requirements are met.
To deal with all paperwork associated with contracts, probationary reviews,
and exit interviews, and that sickness absences are sent to HR in a timely
To create documents such as reports and presentations for members of the
senior management team, as directed.
Liaise with Human Resources and Payroll where necessary, resolving pay and
other basic staff issues.
Assist with financial administration including maintaining financial records,
processing invoices and orders and arranging payments using ICIS and
To prepare spreadsheets (e.g. collating financial information) for reporting and
decision making purposes, as directed, using Excel.
To attend and take minutes at relevant meetings (for example, the senior
management team meeting, College meetings such as the Olympic Strategy
Committee, etc).
To assist with arranging internal and external activities and events, including
collating and recording relevant information/documentation as requested, to
ensure activities/events are administered efficiently.
Organise and prioritise own work activities within established routines or
procedures and subject to minimal supervision, to support the achievement of
the objectives of the Commercial Services Division.
To undertake any necessary training and/or development.
Liaise with Estates and Building Managers regarding all maintenance and
cleaning issues where required.
Ensure compliance with all health and safety regulations.
To work flexibly in accordance with the operational needs of the Division.
Any other duties relevant to the post and its grading.
Other Responsibilities:
To comply with relevant College policies, including Financial Regulations,
Equal Opportunities Policy, Promoting Race Equality Policy, Health and Safety
Policy, Information Systems Security Policy and Intellectual Property Rights
and Register of Interests Policies
Job descriptions cannot be exhaustive and so the post holder may be required
to undertake other duties, which are broadly in line with the above key
The post holder is expected to observe and comply with all College policies and
regulations, for example Health and Safety, Data Protection etc.
Imperial College is committed to equality of opportunity and to eliminating
discrimination. All employees are expected to adhere to the principles set out
in our Equal Opportunities in Employment Policy, Promoting Race Equality
Policy and Disability Policy and all other relevant guidance/practice
 Previous office administration experience in a similar role within a pressurised team
 Ability to demonstrate appropriate knowledge and previous experience of office
administration and PA duties
 Previous experience of dealing with customers
 Excellent communications skills, both written and verbal, in order to present and
deliver information in an appropriate manner
 Ability to communicate effectively with a variety of customers and colleagues
 Be highly organised with an eye for detail and accuracy and an ability to cope with
 Excellent organisational and planning skills, in order to build and maintain systems
and processes
 Strong on initiative, making well balanced decisions when necessary
 Excellent computer skills
 Be enthusiastic, self-motivated and an effective team player
 A flexible approach to working