Job Description

Key Duties and Responsibilities

• Provide general administrative support to the Programme Director, as required
• Collating information from academic and research staff for annual reports and other documents.
• Disseminate relevant information to staff and partners, as required (e.g. via SharePoint, email, and Microsoft Teams).
• Compile financial/spending plans for research projects in line with the proposal and expenditure of the funders.
• Monitor and report on finances for the research project/s to ensure that the spending profile meets the expectations of the funding bodies.
• Processing finance claims against budget.
• Web page management; adding information to relevant web pages.
• Assisting in the editing of annual reports and other documents. Assisting with employment contracts monitoring and documentation for staff directly involved in research projects.
• Updating and maintaining programme databases and mailing lists ensuring compliance with GDPR.
• Updating relevant processes as necessary (SharePoint, Application form and guidance).
• Organizing meetings; room booking, catering, circulation of meeting papers, accurate minute taking.
• Event organizing; booking rooms, arranging catering, issuing meeting invites, and distributing event materials
• Dealing efficiently with staff and visitor enquiries on a regular basis in person, by telephone and e-mail to provide a high level of customer service.
• Booking travel, accommodation and conferences for staff and recording expenditure for travel budgets
• Dealing with external bodies such as Industrial Sponsors, Partner Institutes and Funding Councils.

Team Work

• Provide general administration support across the team
• Cover for other colleagues within the immediate team
• Participate in working groups and committees within the team, School/Directorate and University as required
• Train team/ colleagues in operational activities

Service Excellence

• Create a positive image of the University by being responsive, prompt and courteous when responding to requests or enquiries from customers
• Produce standard and ad hoc reports as requested
• Enter and maintain records and data into the appropriate university system
• Liaise with internal and external teams, committees, bodies etc. to ensure an effective service
• Process applications, offers, contracts and other information in accordance with agreed service levels
• Carry out general office duties, e.g. reception/meeting and greeting; sort and organize mail; order stationery; maintain office equipment such as printer, photocopier etc.
• Set up and process payments using Oracle Financials
• Keep working area clean and tidy in line with appropriate H&S requirements

Clear and Consistent Communications

• Write standard letters, contracts etc. using templates, understanding what parts of the template to use as appropriate
• Draft non-standard letters, contracts etc. for review and use by more senior members of the team
• Maintain confidentiality at all times
• Manage diaries and emails of colleagues where appropriate
• Disseminate news and information to relevant customers
• Create appropriate communications for all staff and market talent development activities in a professional, proactive and customer focused manner including: E-News articles, flyers and marketing materials

Planning and Organizing

• Arrange, organize and support meetings, events etc. for internal or external customers, including room and equipment, hospitality and invites to attendees.
• File, archive and destroy documents and records in line with the University Retention Policy.
• Provide appropriate admin support at meetings; e.g. setting up and issuing agendas, writing notes or minutes, following up actions.
• Support School/Directorate and team processes and procedures by meeting schedules and timetables.
• Organize and support events.
• Experience in organizing meetings, events, etc.

Initiative and Problem Solving

• Act as first point of contact for queries from customers by phone, email, system-generated and in person
• Identify and support process improvement
• React to problems using judgment and past experience to solve routine issues
• Carry out compliance/safety checks if required

Decision Making

• Provide advice and guidance, respond to queries and refer more complex queries to more senior members of the team as appropriate

Management Responsibilities

• There are no management responsibilities within this position but you may be asked to take on management or supervisory duties on occasion as part of your personal development

Citizenship

• Demonstrate the University Values through performance and behaviour
• Volunteer for one-off duties to support the team/University and for personal development
• Support newer or inexperienced colleagues within and outside the University by offering support, help and advice
• Positively promote the University internally and externally through positive behaviour and, where appropriate, by attending open days and other public engagement activities

Required Knowledge, Skills, and Abilities

Educated to SVQ Level 3 or equivalent. Good level of competency in written and spoken English. Experience of working within a confidential office environment as outlined above. Experience of planning, monitoring and reporting on finances, including processing finance claims against budgets. Competent in using MS Excel in compiling financial plans and statement. Well-developed interpersonal skills. Demonstrable excellent customer service. Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment. Demonstrable professional and proactive appearance and approach. Experience in Higher Education. Advanced knowledge of Microsoft Excel. Experience in organizing events such as conferences and seminars. Experience of booking travel and accommodation. Commitment to on-going personal development. Experience of minute taking. IT skills in web management and content editing. These are attributes without which a candidate would not be able to undertake the full remit of the role. Applicants who do not clearly demonstrate in their application that they possess the essential requirements will normally be eliminated at the short listing stage.These are attributes which would be useful for the candidate to hold. When short listing, these criteria will be considered when more than one applicant meets the essential criteria.