Programme Administrator

2 weeks ago

Stirling, United Kingdom University of Stirling Full time

**Post Details**
Full time
Open ended

Interviews are expected to take place on Monday 17 April 2023.

There is an expectation that work will be undertaken in the UK.

This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.

**The Post**
Working as part of a small team, the role of Programme Administrator (Growth Deal) is to provide high quality, efficient, flexible, and professional business support to the University’s Growth Deal Programme. The postholder will provide a range of business support tasks including administrative processes and services, updating information systems, following financial procedures, and providing support for meetings, whilst ensuring that a high-quality service is provided at all times. The role will be based primarily in Stirling, although there may be a requirement to work from the Alloa office on occasion.

**Description of Duties**
- Coordinate data/evidence gathering in relation to activities and outputs across the whole Deal Programme and its projects to enable reporting through University and Deal governance structures
- Maintain and update programme materials, including the content of local and public facing communications (such as websites) with colleagues across the Growth Deal projects and within the University as required
- Business support for transactions - this includes collating information and processing financial transactions such as raising purchase orders, procurement orders and payment of invoices using university systems. Identify correct budgets and record keeping, in line with University policy and in accordance with appropriate procedures
- Maintain financial records that enable the programme to submit accurate claims as funding for the Programme, via individual projects, is drawn down, and to support the effective programme management
- Provide support for meetings which involves careful planning (managing invitations, room bookings, catering provision etc), circulate papers and taking notes, and be proactive in following up actions
- Work closely with other administrators across the Directorate to ensure the effective coordination and sharing of information and knowledge exchange
- Respond to management information requests from different sources (Executive Director of RIBE, University Secretary, Head of City Region and Growth Deal, Growth Deal Programme Officer, other project and academic staff)
- Contribute to the development of administrative processes, and their continuous improvement, to facilitate operational effectiveness and efficiency
- Undertake personal and professional development activities, relevant to the role, to deliver best practice
- Other duties that may be required, in line with the grade and nature of the role, as required by the line manager

**Essential Criteria**
- Vocational qualifications (S/NVQ3, HNC or equivalent) plus substantia experience in a relevant role OR school Higher grade or equivalent plus relevant work experience in a similar role
- Excellent customer service skills and a commitment to deliver a high-quality service
- Ability to prioritise tasks and meet deadlines with a ‘can-do’ approach
- Resourcefulness and initiative, able to work independently as well as part of a team with minimum supervision

**Desirable Criteria**
- Previous experience of working in an administrative support role for projects/ programmes
- Experience of using electronic financial systems (such as Agresso). Training will be provided

**Behaviours and Competencies**
The role holder will be required to evidence that they can meet the qualities associated with the following behavioural competencies, as detailed within the AUA Competency Framework.
- **Managing self and personal skills**
Being aware of your own behaviour and mindful of how it impacts on others, enhancing personal skills to adapt professional practice accordingly.
- **Delivering excellent service**
Providing the best quality service to external and internal clients. Building genuine and open long-term relationships in order to drive up service standards.
- **Finding solutions**
Taking a holistic view and working enthusiastically to analyse problems and to develop workable solutions. Identifying opportunities for innovation.
- **Embracing change**
Being open to and engaging with new ideas and ways of working. Adjusting to unfamiliar situations, shifting demands and changing roles.
- **Using resources effectively**
Identifying and making the most productive use of resources including people, time, information, networks and budgets.
- **Engaging with the wider context**
Enhancing your contribution to the organisation through an understanding of the bigger picture and showing commitment to organisational values.
- **Developing self and others**
Showing commitment to own ongoing professional development. Supporting and encouraging others to develop their professional knowledge, skills and behaviours to enable them to reach thei

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