Pa and Service Support Administrator

1 week ago

Sunderland, Sunderland, United Kingdom University of Sunderland Full time
To provide efficient, effective and confidential PA and administrative support to

the Directors of HR and Finance, and Senior Management Team.

Key Responsibilities

and Accountabilities:

  • Work to the Directors to provide a confidential personal assistant,
secretarial and administrative support service in support of the range of
their individual responsibilities and to meet objectives, targets and
outcomes.

  • Organise and maintain an efficient diary system for the Directors and
Senior Management Team.

  • Implement and maintain comprehensive administrative systems, including
secure filing and archive recording systems for confidential documentation
and in line with existing, changing and future University processes.

  • Develop and use knowledge of the purpose and functions of the service
itself, its links to the wider University, being clear where other functions
are carried out.

  • Be responsible for, and proactive in, progressing standard administrative
actions, using and inputting to University systems, liaising with a range of
functions and services. For e.g., activities supporting staff recruitment and
progressing actions required by the Director and HR SMT for Boards and
Committees.

  • Providing administrative support to HR and Finance & Planning meetings,
including arrangements, agendas, notes and progressing actions as
directed.

  • Be responsible for ongoing evaluation, development and monitoring of
processes and procedures that support areas covered by own remit.

  • Be responsible for processing of purchases, expense claims and invoices
and renewing subscription and software licenses and other similar
financial transactions on behalf of HR and Finance & Planning.

  • Support the booking of complex travel/accommodation/course booking
arrangements for the Directors and Senior Management Team, and others

as appropriate.

  • Continuously improve the Director's customer service, systems, and
processes by identifying opportunities to improve service standards,
efficiency and accuracy.

  • To coordinate and administer the Professorial and Associate Professorial
Promotions Process.

  • To understand and support a culture which supports University priorities

including:
responsiveness and excellence in customer service; ownership
of actions; adaptability and a 'can do' attitude; strong communication;
innovation; inclusiveness; collaboration and team working.

University of Sunderland

Role Profile
Part 2

Part 2A:
Essential and Desirable Criteria

_Essential:
_

Qualifications and Professional Memberships:

  • A Level or NVQ Level 4 or equivalent.
  • Maths and English GCSEs at Grade 4 or above or equivalent.

Knowledge and Experience:

  • Significant experience of providing comprehensive personal assistant
support to senior managers.

  • Extensive experience of managing diaries and arranging meetings using
Microsoft Outlook and Microsoft Teams.

  • Proven experience of working to deadlines and prioritizing a busy
workload.

  • Experience of handling confidential material.
  • Experience of evaluation and development of administrative processes.
  • Experience of taking minutes and providing administrative support to
meetings or committees.

  • Experience of processing invoices and accurate budget recording.
**_Desirable
- **
Qualifications and Professional Memberships:
  • A Foundation degree, HND or equivalent level 5 qualification preferably

Knowledge and Experience:

  • Previous experience of work in Higher Education.
  • HSE and or Financial processing related courses.

Part 2B:
Key Competencies***
Competencies are

assessed at the

interview/selection

testing stage

Service Delivery
The role holder is required to deal with internal or external contacts who ask for
service or require information; create a positive image of the institution by being
responsive and prompt in responding to requests and referring the user to the right
person if necessary.

Communication

Oral
The role holder is required to, understand and convey straightforward information in a

clear and accurate manner and the role holder is required to, understand and convey

information which needs careful explanation or interpretation to help others understand,

taking into account what to communicate and how best to convey the information to

others.

Teamwork and Motivation
The role holder is required to be supportive and encouraging of others in a team; help to
build co-operation by setting an example and showing a flexible approach to delivering
team results; contribute to building team morale as an active participant in the team.

Liaison and Networking
The role holder to the role holder is required to carry out standard day to day liaison using
existing procedures in order to pass on information promptly, keep people informed to
ensure co-operation of effort and that work is done effectively. The role holder is required
to participate in networks within the institut

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