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Senior Business Support Administrator
3 months ago
Job Description
Overseeing the day to day tasks of the of the Business Support Team, the post holder will be involved in all aspects of Faculty Life including diary management, student and staff events, data processing, servicing meetings and handling internal / external correspondence.
The post holder will provide a high level administrative service to Associate Deans and Heads of School.
They will provide high quality administrative support for the effective and efficient operation of the Schools, Research Centres and professional support teams within the Faculty.
Main Responsibilities
• Maintaining discretion and absolute confidentiality at all times in relation to Faculty issues, and dealing with sensitive communications in a confidential, tactful and diplomatic manner.
• Oversee the workload of the Business Support Team, including managing the shared inbox, and offering support for tasks that need to be completed.
• Re-organisation of tasks and diaries to cover absences or deadline changes for the BST.
• To act as a role model for best practice, coaching and mentoring new or less experienced colleagues when necessary.
• Devise and implement processes for continuous improvement to ensure the Business Support Team runs effectively and efficiently.
• Proactively managing the electronic diary of senior Faculty managers, prioritising competing demands, including arranging meetings involving colleagues and senior people (both internal and external to the University), booking suitable venues, resources, refreshments and making travel arrangements.
• Supporting the Faculty Leadership Team by ensuring that paperwork and documentation for meetings is provided by the team, and/or is available in advance of meetings and proactively highlighting where important Faculty-related issues feature or may be raised.
• Where required, managing the inbox of Faculty Managers, categorising emails, highlighting, and bringing forward priorities as well as responding directly and appropriately to queries, which may be confidential and/or highly sensitive.
• Deputising for the Business Support Co-ordinator when necessary, making decisions and using own initiative in solving problems
• Building and maintaining good working relationships with internal/external stakeholders of the University.
• Sharing good practice with other members of the Business Support Team to ensure the smooth running of the Faculty's administration services.
• Acting as a first point of contact for the Faculty, including meeting and greeting visitors, and ensuring that guests to the Faculty have a positive experience of the University.
• Supporting University-wide events and initiatives including, but not limited to, open days, applicant visit days, clearing, induction and enrolment, and graduation. This may involve occasionally working on weekends or evenings.
Minimum Qualification Level
Level 2
Essential and Desirable Skills
• Minimum 2 years experience of working in an administrative role within Higher Education or equivalent.
• Experience of working in a supportive, administrative capacity in a busy office environment.
• Experience managing and co-ordinating the work of others and ensuring deadlines are met.
• Experience of dealing with a wide range of people, identifying and resolving their queries in a professional manner.
• Ability to take responsibility for resolving complex administrative problems and issues.
• Ability to plan and organise own and others workloads; and manage conflicting deadlines without supervision.
• Experience of using a variety of IT packages to a high standard, including the following: word processing.
Training Provided
Yes
