Faculty Administrator

2 weeks ago

Leicester, Leicester, United Kingdom Unitemps - De Montfort University Full time

Role
To provide a full administrative service to support Faculty Executive and Academic School operations, processes and activities.


To be flexible in covering a range of administrative tasks related to faculty operations, research and scholarly activity within Schools, and for student support processes.

To work collegiately with Professional Services and academic colleagues in the Faculty and across the wider university.

Working Hours:
25 hours per week

Duties and responsibilities

  • Supporting the sourcing and procurement of goods and services for staff including raising requisitions following university protocol and using relevant systems.
  • Assisting the logistics for staff travel e.g. seeking approval from the line manager and budget holder, preparing travel risk assessments, booking flights, hotels, rail, conference bookings etc.
  • Assisting academic staff in the arrangement of DMUGlobal activities (student trips) including the university protocol for Global activities and relevant travel processes.
  • Assisting the staff recruitment process including the preparation of relevant paperwork and interview arrangements, as well as Part-Time Hourly Paid Lecturer process including supporting academics in generating and managing contracts.
  • Providing administrative support to Faculty/School committees and other meetings e.g. meeting arrangements, paper preparation, circulation and action chasing.
  • Undertaking tasks for the Faculty Office in the support of the administration of taught students in the faculty as appropriate (i.e. Undergraduate BA/BSc and Postgraduate Taught MA/MSc/MEng students); e.g. attending and note-taking at Student Voice Committees, Academic Practice Offence meetings, Student Rep meetings.
  • Taking action upon matters needing attention during the absence of the School Secretaries and PAs as appropriate.
  • Answering telephone enquiries, and dealing with enquiries in person from staff, students and outside callers using own initiative or by referring to the appropriate person.
  • Liaising with senior staff both within the University and outside the University regarding a variety of matters, sometimes of a highly confidential nature.
  • Reception of visitors. Liaising/communicating with staff, students and external callers/visitors at all levels, providing general help, information and a welcoming environment.
  • Assisting with the organisation of 'events' such as guest lectures, conferences, staff development activities, course accreditations, interviews etc. This will involve extensive communication and co-ordination with students, staff, employers, outside institutions, booking rooms, estates, provision of Information Technology and other equipment and resources, arranging catering and publicity etc.
  • Adherence to and compliance with Faculty and university IT systems, administrative systems and processes to fulfil tasks and activities.
  • Reporting regularly on progress against objectives, providing detailed updates at appropriate stages, ensuring that deadlines are met and issues escalated as necessary.
  • Working as part of a wider team, participating in activities such as team meetings and assisting other colleagues when necessary.
  • The post holder is required to complete relevant mandatory training for the workplace such as Health & Safety and GDPR.
  • Perform any other duties commensurate with the job grade as reasonably required from time to time.
  • All members of staff are responsible for their contribution to improved environmental performance and in reducing greenhouse gas emissions at DMU. It is therefore required that all members of staff are aware of how the Environmental Policy relates to their own role at the University. Staff conduct must reflect the values inherent in the Environmental Policy and where required staff must cooperate with environmental compliance and conformance requirements to help minimise our emissions to air, water and land.

Skills and experience
Five GCSEs, Grade C or above, including English and Maths (or equivalent)

Significant experience of working in a similar Secretarial/Administrative role supporting more than one manager/portfolio.

Significant experience of coordinating meetings, making travel arrangements, maintaining busy diaries.

Significant experience of committee servicing, including minute taking.

Significant experience of working on a number of activities concurrently.

High levels of accuracy and strong attention to detail.

Understand confidentiality and the requirements of the General Data Protection Act.

Significant experience of filing documents and keep filing systems up-to-date such that information can be retrieved readily

Ability to process complex documents and information received from a range of sources

Ability to use spreadsheets, databases and IT presentation packages (i.e. PowerPoint)

Ability to communicate effectively at all levels.

Excellent customer ser

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