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Support Officer

3 months ago

Derby, United Kingdom University of Derby Full time

**Job details**:
Department

Learning and Teaching

Responsible to

Executive Services Lead Coordinator - PLT

Location

Kedleston Road, Derby Campus

Salary

£26,363 to £28,827 per annum (For exceptional performers, there is scope for further progression up to £32,838 per annum)

Closing date

Wednesday 20 March 2024

Contract type

Permanent

Post type

Full-time

Adaptive working type

Onsite
This role will be based on site, primarily in the named location.

Reference

0086-24

**About the role**:
As Support Officer, you will provide administrative support to the Associate Provost (Global Engagement) and Associate Provost (Learning and Teaching), acting as a point of contact and support for the department. You will be responsible for diary management, collation of meeting papers, minuting of meetings and recording of action points, and coordinating events.

You will act as a key communication point for the Associate Provosts, contributing to the provision of an effective business administration service and dealing with queries and liaison with internal/external stakeholders and organisations.

**Principal accountabilities**:

- To provide a full confidential support service to the Associate Provosts, working in a team with other Executive Support Officers and providing cover where
- To act as a key contact point for the Department and to provide support to the Associate Provosts and liaise with other Colleges/Departments of the
- To undertake key project work to support portfolio activities, developing project plans, servicing meetings, preparing briefing papers, following up on actions and drafting reports and presentations.
- To co-ordinate Departmental events, providing support for the publicity and invitations, set up and running on the
- To maintain diaries and co-ordinate appointments as appropriate. To arrange and organise meetings, acting as Secretary to internal Committees and Groups e.g. Meetings with the Executive, Senior Management Team.
- To fulfil the full range of support tasks including managing electronic mail and files, distributing documents, dealing with telephone queries and liaison with internal/external clients and organisations.
- To demonstrate a high level of digital capability, employing a large range of IT skills e.g. spreadsheets, E-mail, SharePoint, web-based research, databases, PowerPoint etc to manage and progress work
- To develop and maintain mechanisms for the recording, updating and retrieval of statistical information as
- To provide assistance with the coordination and completion of health and safety work & audits on behalf of the Department.
- To provide support for absence management across the Department.
- To provide co-ordination for activities across the Department, ensure effective circulation of information to staff in the
- To assist in key University operational activities e.g. enrolment, awards

**Person specification**:
**Essential Criteria**:
**Qualifications**:

- Educated to HND level standard with significant work-based experience within an office
- GCSE Maths and English at grade C or above or equivalent qualification

**Experience**:

- Proven administrative experience of supporting at a senior level, preferably in a large and complex organisation
- Experience of handling sensitive situations, recognising confidential issues and dealing with them appropriately and with discretion
- Experience of producing professional standard minutes and reports in a timely manner
- Experience of managing a diverse workload with the ability to meet deadlines, effectively manage own time and competing demands, prioritise and react swiftly when these change
- Working collaboratively across boundaries to achieve common goals
- Experience of working in a service setting and responding to feedback by improving service provision
- Experience of organising, supporting with the publicity and running of events

**Skills, knowledge and abilities**:

- Excellent interpersonal and communication skills with the ability to continuously develop effective relationships with individuals and stakeholders both internally and externally
- Ability to react positively to frequently changing priorities and deadlines, and deal with unforeseen circumstances
- Excellent attention to detail, including proof reading skills and the ability of maintain a high level of accuracy
- Digital and data literacy and excellent computing skills including Microsoft Office and use of administrative business systems
- Minute taking skills
- Does not take things at face value is confident to question and investigate beyond first impressions to make informed decisions on actions
- Able to be flexible and adaptable, with the ability to work across teams building and developing effective relationships to ensure the best result for the team and Institution
- Able to think outside the box and look for more efficient ways of doing things, instigating change in a considered manner
- Consistently act as a positi