Administrative Assistant
2 weeks ago
Job Purpose
Provide an administrative service to the School of Physics and Astronomy, engaging and completing a range of routine tasks to meet operational and customer service requirements.
Providing support and guidance on a range of administrative duties to ensure the professional services team is supported and key duties undertaken.
Responsibilities:
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Key Duties
- Deal with a range of enquires from internal and external customers in a professional manner, establishing their requirements and adapting the standard responses accordingly
- Collaborate with others in order to make recommendations for developments of established processes and procedures
- Establish working relationships with key contacts to help improve service levels
- Undertake a variety of administrative duties to support the team and department
- Gather and analyse data to update administrative systems with accurate information, establishing basic trends and patterns in any data submitted
- Contribute to the success of the team, leading others through example, and supporting the supervision and management of the team
Specific Duties
- Act as secretary to School and Research meetings, taking notes and making general arrangements
- Organising school events and setting up regular and adhoc meetings
- As part of a team, manage the Schools post room and parcel deliveries and be responsible for the equipment in the room.
- Manage the Schools stationery requirements
- Arrange car and van hires, couriers, travel and onsite parking for visitors
- Act as part of the school reception team, including dealing with internal and external enquiries
- Produce the Fortnightly School Newsletter including editing and design and collecting information and articles from staff and students
- Produce school data and analysis for internal and external returns
- Provide adhoc support to the research administration team which could include but not be limited to; research student support, human resources administration, procurement, small project work,
General Duties
- Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
- Abide by University policies on Health and Safety and Equality and Diversity
- Perform other duties occasionally which are not included above, but which will be consistent with the role
Person Specification
Essential Criteria
Qualifications and Education
- NVQ 2/GCSE level A-C or equivalent
Knowledge, Skills and Experience
- Significant experience of working in Higher Education administration
- 3. Experience of organising meetings and events, including note taking
- 4. Ability to communicate effectively and professionally with a wide range of people
- 5. Proficient in using common office IT packages (e.g. MS Office), particularly Excel & Word with ability to set up standard administrative systems and procedures
Customer Service, Communication and Team Working
- Ability to work as an effective team member, providing advice and guidance to other team members where necessary
- 7. Proven ability to deal with escalated requests for information or service, resolving customer issues where appropriate
Planning, Analysis and Problem Solving
- Ability to plan, prioritise and organise own workload within established time scales
- 9. Ability to use initiative in solving problems and responding to queries ensuring compliance with standard procedures and practices
Other
- A willingness to undertake further training and development
Desirable Criteria
- A-Levels or equivalent
- 2. Experience of using Outlook
- 3. Experience of using financial software
- 4. Experience of supervising others
- 5. Fluency in Welsh, written and oral
Salary Range Min.
- 23,700
Salary Range Max.
- 24,533
Job Category
- Admin / Clerical
Grade
- Grade 3
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