Job Title: IT Team Administrative Assistant Location: Highbury Campus, Portsmouth (cross campus travel required) Salary: £11,930.27 Actual, £22,071 Full Time Equivalent Job Type: 20 Hours per week, 52 Weeks per year, Full-Time Permanent About us: At City of Portsmouth College, we aspire to be the employer of choice in the Portsmouth area, with a progressive, supportive, and rewarding workplace culture and one that offers competitive benefits for its staff. By joining us, you will personally be part of the change we are driving and will play a pivotal role in supporting the growth and development of our brilliant students, turning them into future leaders and innovators. Everyone at the College is part of the bigger picture and together, each role makes an impact and in turn a difference to our students learning journey. We have an unrivalled curriculum of courses on offer for students of all ages and stages covering A-levels, Apprenticeships, Vocational & Technical courses. We also offer Higher Education, Online learning and Community courses that appeal to the needs of the local community. We aspire to become the employer of choice in the Portsmouth area, promoting a progressive, supportive and rewarding workplace culture. Here at COPC, we offer ongoing support, professional development / training and guidance alongside competitive benefits to all staff. By joining us you can be a part of the journey to shape the next generations educational journey and you will play a pivotal role in supporting the growth and development of our brilliant students, turning them into future leaders and innovators. What we offer: Annual Leave: 25 bookable days plus 2-week closure for Christmas & 8 bank holidays Local Government Pension Scheme with employer contributions of 26.10%. For more details, visit Local Government Pension Scheme (LGPS) | Business and economy | Hampshire County Council (hants.gov.uk) Learning & Development programmes by The Community Adult Education Department Staff Development: Access to the College staff development programmes and CPD Onsite discounts: COPC Hair Salon & 50% off at the COPC Sports Centre Online discounts: Unidays, Student Beans, and Totum with a COPC email address Free car parking across all campus sites About the role: An IT Team Administrative Assistant plays a crucial role in supporting the IT department by managing administrative tasks, coordinating activities, and ensuring the team operates efficiently. Key Responsibilities: 1. Administrative Support Manage schedules, meetings, and appointments for the IT team and leaders. Handle correspondence, including emails, and reports. Prepare and distribute meeting agendas, minutes, and follow-up action points. 2. Documentation and Record Keeping Maintain and organise IT documentation, such as policies, procedures, and project files. Track hardware and software inventories, licences, and maintenance schedules. Ensure proper filing of vendor contracts, service agreements, and other records. 3. Coordination and Communication Act as a liaison between the IT department and other teams or external suppliers. Support IT team projects and monitor progress to meet deadlines. Facilitate communication within the team and with stakeholders. Managing the loan of IT equipment Supporting the team with service desk ticket management Updating the IT Intranet site with information 4. Procurement and Budget Assistance Assist in sourcing IT equipment and services by obtaining quotes and managing purchase orders. Track expenses and support budget reporting for the IT department. Manage invoices and coordinate payments with the finance team. 5. Event and Training Organisation Schedule and organise training sessions for team members or end-users. Arrange logistics for team events, such as workshops or conferences. Maintain calendars for IT training or system rollout timelines. 6. General Office Support Ensure the IT team has the necessary supplies and resources to operate smoothly. Manage travel arrangements for team members, if required. To be successful in this role, below is what we would need from you: Strong organisational and multitasking abilities. Excellent written and verbal communication skills. Proficiency in office tools such as spreadsheets, word processors, and scheduling software. Basic understanding of IT terminology and processes to support the team effectively. Diversity and Inclusion: Equality, Equity, Diversity, and Inclusion are central to the work of City of Portsmouth College. This underpins the vision of the College to transform lives through providing exceptional education and training. The College’s commitment to Equality, Equity, Diversity, and Inclusion is reflected in the continued successful promotion of these strands through the curriculum, enrichment activities, and the range of direct and indirect student support services. Pre-Employment Checks: The City of Portsmouth College is committed to safeguarding and promoting the welfare of children and young people in our college. All successful candidates will be subject to an enhanced Disclosure and Barring Service check and two references. We reserve the right to close the job advert when we have had successful applications, and it may not run for the full duration of the advert. We do not accept CVs from agencies for these roles.