Department and Postgraduate Secretary

3 weeks ago

University of Warwick, United Kingdom University of Warwick Full time

Permanent position, 36.5 hours per week. Requests for part time or flexible working will be considered sympathetically.

This is an exciting opportunity to join the Department of Computer Science as our Department and Postgraduate Secretary. As part of the core management team of the Department, you will provide essential administrative support enabling staff, students and visitors to access the Department for research and study.

You will work collaboratively with the Postgraduate Research Manager to support PhD student administration. PhD students are a vital part of the life of our community, and your work will help to ensure that they have the best possible experience during their time with us.

You will also provide general support for departmental meetings and other activities, planning and organising events ranging from the Christmas party and summer barbecue to staff Away Days and the PhD student induction.

The Department of Computer Science is committed to supporting staff to achieve their potential. The Department was recently awarded the Athena SWAN Bronze Award and the University of Warwick holds an Institutional Silver Award: a national initiative that recognizes the advancement of gender equality, representation, progression and success for all. We are supportive of staff with caring responsibilities including a generous maternity/paternity/adoption/parental leave policy, onsite childcare facilities and the childcare vouchers scheme.

We strongly endorse the principles of Athena SWAN, including a supportive and flexible working environment, with commitment from all levels of the organisation in promoting gender equity.

The Department of Computer Science is proud to embrace inclusion and cultural diversity and supports flexible working practices.

Interview Date: TBC.

**JOB PURPOSE**

This role forms part of the core management infrastructure of the Department, providing essential administrative support enabling staff, students and visitors to access the Department.

Finally, you will provide some general support for departmental activities, booking conference facilities and catering for meetings, taking minutes, and facilitating other logístical arrangements. The portfolio may also include PA support for the Head of Department, if required.

**DUTIES & RESPONSIBILITIES**

**(a) Research student administration**

1. Provide flexible support to the Postgraduate Research Manager, depending on operational requirements. This may include:

- Updating Departmental database and files for current postgraduate research students, and preparing reports and letters confirming student status;
- Arranging Induction Meeting for new postgraduate research student in liaison with Director of Postgraduate Studies.

**(b) Space and building management**

1. Plan and allocate office space for current and incoming members of staff, PGR students and visitors to the Department. Allocate keys. Support the annual information return to the central University, detailing our use of space.

2. Liaise with the technical and finance teams in order to ensure suitable IT equipment is available. Deal with requests for specialist furniture and other equipment.

3. Submit requests for minor works to Estates and facilitate access to rooms where work needs to be carried out. Project manage larger works, e.g. changes of use or refurbishment, and the subsequent office moves. Support the Head of Administration in managing the associated budget.

4. Manage the local room booking system.

**(c) Secretary to Head of Department**

1. PA and secretarial support for Head of Department including (for example), co-ordinating academic staff appraisals, study leave requests and the Time Analysis Survey.

2. Administrative support for departmental meetings, such as Staff Meeting including taking, preparing and distributing the minutes. General support for Departmental activities, including booking conference centre space, catering and making other logístical arrangements.

4. Any other duties as required by the Head of Department or Head of Administration, commensurate with the grade of the post.

**(d) Research Administration**

1. Support the Director of Research with general administration for the research environment in Computer Science, such as monitoring the deposition of publications in Warwick’s Open Access Repository, and secretarial support for Research Committee.

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