Helpdesk & Office Support Assistant
To assist with the daily administrative function and support of departmental activities. The Buildings Department are responsible for maintaining all of the College buildings and grounds across the estate and this particular role is instrumental as the conduit between the department and wider College network of staff.
Due to the needs of the school and the department, we may interview suitable candidates before the closing date. This job may also close early if a large number of applications are received. You are advised to submit your application as early as possible to avoid missing your chance to apply.
- Act as a first point of contact for the department navigating enquiries to the correct support function within the Buildings Department. Answering telephone calls and responding to enquiries relating to the work of the department, escalating where appropriate to colleagues within the Department where support will be given.
- Liaising with members of staff, both in the department and the wider college community by telephone, email or in person.
- Monitoring the PINKs system – our internal reactive maintenance ticketing system which issues job cards to directly employed tradespeople and approved contractors.
- Raising repair instructions on the PINKs system when required to do so and guiding other members of staff when needed.
- Providing administrative support to the Health & Safety Officers, including support on their College wide training programme, including maintaining oversight records and sending due reminders.
- Scanning documents and filing electronically adhering to advised systems.
- Filing hard copy documents.
- Recording incoming documents, adding dates and/or comments to systems if necessary.
- Raising Purchase Orders (training provided) and making purchases of white goods and other furnishings
- Printing and collating documents when required
- Assist with the scheduling of visitors and arranging access to properties where necessary
- Electronic and hard copy archiving of project and maintenance information
- Taking and retrieving departmental post to the School Office on a daily basis following School Office procedures.
- Supporting the Department on its IT systems including its Computer Aided Facilities Management system (CAFM) a variety of other in-house systems and processes
- Undertake any in house training relevant to the post or in line with current health and safety, safeguarding guidelines
- Undertake such additional duties or projects as required to enable the smooth running of the Department and to support its variety of projects
- Commitment and promotion of equality, diversity and inclusion;
- All positions at Eton are classed as ‘regulated activity’ as per the Keeping Children Safe in Education 2022 guidance, therefore a good understanding of safeguarding procedures is essential;
- Commitment to safeguarding and promoting the welfare of children, including by not limited to, completing safeguarding training as required, and ensuring any safeguarding updates issued by the College are read and understood;
- Understand and comply with procedures and legislation relating to confidentiality.
Hours of work: The post holder would be expected to work 35 hours per week Monday to Friday between the hours of 9.00am and 5.00pm with 1 hour unpaid lunch break.
Holiday: 21 days’ paid holiday per annum, plus Bank Holidays which are also paid. When a Bank Holiday falls during School term you may be requested to work on that day If this is the case a day off in lieu will be given at another time.
The Ideal Candidate
To be successful in this role, the incumbent should have:
- Positive ‘can-do’ attitude
- Flexible approach to work
- The ability to maintain confidentiality and professionalism at all times
- Ability to work well as part of a team
- Confident communicator liaising with a wide variety of people
- Excellent written and verbal communication skills
- Proficient in IT , particularly Microsoft Word, Excel and Outlook etc
- Good customer service skills
- Demonstrable accuracy and attention to detail
Eton College offers a wide range of benefits, including an 11% employer contribution to your pension (with 4.9% employee contribution), Employee Assistance Programme, enhanced Maternity / Paternity scheme, free eyecare vouchers, a cycle to work scheme, subsidised lunches during term time, free access to the College’s sport and leisure facilities and discounts at local retailers and businesses.
About the College
We are an equal opportunities employer and are seeking applications from suitable candidates from all backgrounds. We are dedicated to creating and sustaining an environment that values individuality and difference and celebrates the diversity of both staff and pupils by fostering perseverance, tolerance and integrity. We believe in equal opportunity for everyone, irrespective of age, disability, gender, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sexual orientation or socio-economic background.
If you have any queries about the application process or any problem with submitting your application online, the Recruitment Team will be happy to help. Should you require any reasonable adjustments to be made or facilities provided to enable you to apply online, please do not hesitate to contact us on email@example.com so we can make adjustments accordingly.
Eton College is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including reference checks with past employers, an Enhanced Disclosure from the Disclosure and Barring Service, an online search and, where applicable, a Barred List, Prohibition and EEA checks. If you are successful in your application, you will be required to complete a DBS Disclosure Application Form. Any information disclosed will be handled in accordance with any guidance and/or Code of Practice published by the DBS. The College is exempt from the Rehabilitation of Offenders Act 1974 and therefore all convictions, cautions, reprimands and final warnings (including those which would normally be considered as “spent” under the Act) must be declared, subject to the DBS filtering rules. It is a criminal offence for any person who is barred from working with children to attempt to apply for a position at the College.