Job Description

• To be the first point of contact for visitors and general staff queries, providing comprehensive responses in a timely manner. Where the post holder doesn’t know the answer, he or she will be required to find out the answer as quickly as possible.
• To be familiar with University policies and procedures and be a point of reference for advice.
• To support the School administrative business life-cycle under the direction of the School Administration Manager to include the maintenance of the School Canvas site, staff handbook, School Calendar and contact details.
• To provide administrative support to key members of staff and groups that may include Heads of Department, School Head of Education, School Head of Research, and School Head of Operations. This will include: organizing meetings and booking rooms, drafting and distributing agendas, taking minutes, preparing them for approval by the Chair and ensuring that follow up action is taken. Distributing paperwork as required.
• To support financial processing for the School. This will include completing purchase requisitions and ensuring that goods are delivered, receiving and coding non-staff expense claim forms and tracking expenditure as required by the School Administration Manager.
• To support Human Resources activity in the School. This will include arranging performance and development reviews and collating/recording and filing paperwork and supporting the recruitment of staff. This will involve booking rooms, welcoming interviewees on the day of the interviews, scheduling meetings and undertaking checks to ensure that interviewees are legally entitled to work in the UK.
• To compile and circulate School newsletters, bulletins and all staff emails, maintaining the relevant email distribution lists.
• To act as the School’s point of contact for facilities and maintenance issues, tracking items to resolution. The post holder will support staff who are leaving their office at the end of their employment and also support the preparation of offices for new members of staff.
• To champion data security in the School and compile and return the School’s Information Asset Register as required
• To become a Super User for New Core, the University’s Finance and HR system. This will involve attending training and then advising and supporting others on how to use the new system.
• To help organize events within the School. This will include booking rooms, ordering refreshments, setting up activities on the University’s on-line shop, liaising and ordering goods via University approved suppliers, organizing student helpers, preparing documentation.
• To become one of the building Fire Wardens, working in close partnership with other College staff.
• Support equality and value diversity, moderating own behavior to avoid unfair discriminatory impact or bias on others.
• Any other duties that may be reasonably expected by the School Administration Manager or School Head of Operations.

Required Knowledge, Skills, and Abilities

Experience of working in Higher Education administration. Proficiency in Microsoft packages Word, Excel and Email. Excellent interpersonal skills with a commitment to customer service for internal and external customers. Experience of diary management. Proven ability to communicate confidently (verbally and in writing). Experience of servicing committees and drafting minutes. A flexible approach to work, with willingness to adapt working hours on ad-hoc occasions through discussion with the line manager, and an openness to change. Capacity to learn new skills and approaches. Experience of working effectively as a team player and being proactive in support for colleague during busy periods. Experience of dealing calmly with frequent interruptions in a small busy office. Experience of dealing with and managing confidential information. Experience of proactively managing your own workload and working within deadlines. Ability to work independently using your own initiative as well as with direction from others. Experience of maintaining spreadsheets and tracking basic budgets. Experience of organizing events for large groups of staff. A good level of education including a minimum of Grade C in GCSE English and Mathematics (or equivalent). Knowledge and understanding of Higher Education administration.Knowledge and experience of University systems (e.g. Canvas), processes and procedures. Experience of financial administration. A level standard of education.