Job Description

To apply for this role you must have:

Experience of operating Oracle R12*
Desirable experience of operating Planon (CAFM) system*
Ability to manage multiple tasks efficiently, set priorities, and adhere to deadlines*

Join the Facilities Management team at the University of Oxford as a

Facilities Administration Assistant

, providing essential administrative and financial support to ensure the smooth operation of our facilities and services across the University.


The position is set to commence ASAP and will be full-time till 23 December 2025 with a pay rate of 14.98 per hour + holiday pay

Key Responsibilities:

General Duties

Provide clerical assistance to FM teams Support local FM teams with administrative tasks such as handling correspondence, answering telephone calls, messages, responding to emails, opening mail, filing documentation and maintaining records. Participate in team meetings, booking rooms and taking minutes when required - ensuring these are distributed and shared on the team's electronic drives. Keep detailed records of facility operations, including maintenance schedules, safety inspections, and utility usage Assist in ordering and managing office supplies, equipment, and materials for the facility Liaising with customers and suppliers to resolve queries in a polite and professional manner, in accordance with the Department's commitment to CSE. Assist with organising training sessions and maintain safety records Support FM projects by coordinating schedules and resources Populate month-end customer reports with data from Oracle Financials. To provide emergency cover for key reception areas when required. Any other duties as may reasonably be required by the Senior Facilities Manager /FM team.
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Finance & Accounts Duties

To raise purchase orders through Oracle Financials in accordance with University policy and procedures. To receipt orders for goods and services in Oracle Financials, as above. To ensure that supplier invoices are checked, appropriately authorised and processed in accordance with payment terms via Oracle Financials. To set up new suppliers in the Oracle Financials system. To liaise with the Cashiers team regarding Departmental credit cards, limits and queries. To raise invoice queries with the Senior Facilities Manager and/or FM team, liaising with suppliers and the University Finance Division as required. To run transaction and spend reports from Oracle Financials when required. To manage and take ownership of the month-end finance process by running reports from the Planon system and creating internal journal templates in Oracle. To liaise with the FM Contracts Manager and Shared Services Manager regarding any issues with month end journals pertaining to the catering contract/s and other in-house services such as mail and print. To participate in any development groups, meetings or discussions around service development which may be relevant to finance activity. To liaise with and support the wider FM finance team when required, this may involve temporary work on other University sites around the city of Oxford.
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Technology & Resources

To be fully IT literate and proficient in the use of all MS Office programs, to include Excel, PowerPoint, Outlook and Word. To be trained in the use of Oracle Financials at an intermediate level (i.e. Preparer) To be trained in the use of the Planon system.

Selection Criteria:

Experience of operating Oracle R12 Desirable experience of operating Planon (CAFM) system Educated to GCSE standard or equivalent Competent using Microsoft Word, Excel, Teams and E-Mail. Ability to manage multiple tasks efficiently, set priorities, and adhere to deadlines. Demonstrable experience working with Facilities Management and/or Finance Teams. Excellent communication and interpersonal skills. Ability to work on own initiative and to prioritise work. Ability to deal diplomatically but firmly with difficult situations. Ability to identify problems and implement corrective actions promptly Exhibit professionalism and a client-focused attitude

Vacancy ID:

20659

Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so.

Further information can about the Temporary Staffing Service can be found on our website https://www.jobs.ox.ac.uk/temporary-staffing-service