Campus Services Officer

Job Title: Campus Services Officer

Company: William College

Location: On-site, Stratford, UK

Reports to: Campus Operations Manager

Department: Campus Operations

Employment Type: Full-Time, On Campus

Working Schedule: Monday to Friday, 9am to 5pm

Salary range: £28,000 - £32,000 per annum(Depending on experience and qualifications)

About the Role:

Serving as the friendly first point of contact for students, staff, visitors and external stakeholders, you will deliver outstanding customer experience while supporting a wide range of campus operational activities. You will coordinate facilities-related matters, building maintenance requests, procurement of operational supplies, room readiness, and general campus administration. You will help maintain a safe, welcoming and efficient learning environment that supports both students and staff. The position provides vital clerical support through data entry, directory maintenance, and scheduling, while ensuring reception safety, security, and emergency compliance. Working collaboratively across departments, the ideal candidate demonstrates flexibility, initiative, and administrative excellence.

Responsibilities:

• Act as the first point of contact at the College, welcoming students, staff, visitors, contractors and external stakeholders in a professional, friendly and consistent manner.
• Operate visitor management: signing in and out, issuing passes, verifying the purpose of visits, ensuring visitors are expected and appropriately escorted, and maintaining an accurate record of who is in the building at any time.
• Answer the College's main telephone line promptly, handling enquiries or transferring accurately to the right individual or department.
• Respond to in-person and telephone enquiries about college services, facilities, events and general processes, providing accurate information and clear directions. Signposting students to appropriate department(s) where needed.
• Receive, log, prioritise and monitor building maintenance requests through to resolution, chasing where progress stalls.
• Liaise with contractors, suppliers, service providers and confirm work has been completed satisfactorily.
• Carry out routine campus inspections covering maintenance, cleanliness, security, accessibility and health and safety, recording findings and reporting issues.
• Maintain records of servicing, testing and inspection schedules, including fire equipment, alarms and statutory checks, and flag those falling due.
• Set up rooms for meetings, examinations, interviews, open days, induction and enrolment.
• Support the delivery of room-based reasonable adjustments, such as adjusted seating, reduced-distraction spaces, room layout and lighting, and smaller assessment rooms.
• Provide practical support at College events, including preparation, refreshments, signage and stewarding.
• Order stationery, office supplies, refreshments and operational consumables, maintaining appropriate stock levels without over-ordering.
• Maintain accurate records of orders, deliveries, stock and supplier contacts, and support budget monitoring by the Campus Operations Manager.
• Maintain the College's supplier and contractor contact directory.
• Ensure compliance with health and safety requirements in the reception and front-of-house area, and report hazards, defects and near misses promptly.
• Act as a first responder in emergencies: raise the alarm, direct students, staff and visitors to fire assembly points and other places of safety, and use the visitor record to support roll call.
• Support evacuation, invacuation, lockdown and communication procedures, including any arrangements introduced under the Terrorism (Protection of Premises) Act 2025.
• Support the safe evacuation of disabled students, staff and visitors in line with Emergency Evacuation Plans, and know which are in place.
• Provide first aid response and fire marshal duties as trained and support incident reporting and record keeping.
• Record accidents, incidents and near misses involving students, staff, visitors and contractors, using a data protection compliant format, and notify the Campus Operations Manager immediately where an incident may be reportable under RIDDOR.
• Understand and apply the College's safeguarding policy, and know how to contact the Designated Safeguarding Lead.
• Report any safeguarding concern to the Designated Safeguarding Lead without delay, including disclosures made at reception, concerns about a student's welfare, and concerns about an individual seeking access to a student.
• Assist with the preparation and review of risk assessments, gathering information and supporting implementation of agreed control measures.
• Provide general administrative support including data entry, filing, scanning, photocopying and record maintenance.
• Undertake other duties commensurate with the grade and purpose of the post, as may reasonably be requested by the Campus Operations Manager.

Education and Qualifications:

• Bachelor’s degree.

Experience & Knowledge:

Essential

• At least one year's experience in customer service, reception, front-of-house or administrative role.
• Confident, courteous and professional manners with people from a wide range of backgrounds
• Ability to prioritise competing deadlines and workloads, while maintaining a high level of accuracy.
• Highly developed oral and written communication skills.
• Ability to work on own initiative, demonstrating a positive approach to problem solving.
• Willingness to learn and develop and contribute to the wider activities of Campus Operations of the College.
• Demonstrate empathy to understand and address students’ concerns.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Capacity to assess situations and provide practical solutions.
• Proficiency in using IT technology to record and search student data base.

Desirable

• Experience working in higher education.
• Knowledge of health and safety procedures within workplace.
• First Aid or Fire Marshal Training.

Benefits

• Annual leave (7.2 weeks)
• Workplace pension scheme.
• Company Sick Pay.
• Statutory maternity and paternity pay.
• Employee Assistance Programme (HA Wisdom Wellbeing)
• Virtual GP access (Livi)
• 'Speak Up Service' - confidential support service to report any workplace concerns
• Specialist physical and mental wellbeing support services with 24/7 confidential counselling support (Wisdom)
• Specialist menopause support, including online CBT (Wisdom)
• Financial, legal and medical advice services provided (Wisdom)
• Life & Leadership coaching (Wisdom)
• Financial coaching (MUNNY)
• Discounts and perks, offering savings on shopping, activities and more (Bright Exchange)
• Career development and training opportunities.
• Training and self-development opportunities.