Administrative Assisant

**Vacancy Type/Job category**

Clerical

**Department**

Physics

**Sub Department**

Student Office

**Salary**

£23,144 - £25,138 per annum.

**Location**

University of Warwick, Coventry

**Vacancy Overview**

Permanent, full-time position. (FTE: 1.0) 36.5 hours per week.

The Department of Physics seeks to appoint a permanent full-time Administrative Assistant to support their busy Student Office.

This role will provide general clerical support for the delivery of teaching and learning to all undergraduate (UG) and postgraduate (PG) students in the Department. This is an excellent opportunity to join a well-established team and gain experience in both UG and PG student administration. You will be involved in a diverse range of activities associated with supporting admissions, teaching and research activities and working in a large academic department.

We are looking for someone with outstanding customer service skills and the willingness and enthusiasm to provide the very best standards of student support. You will also have excellent communication skills as regular liaison with internal and external people will be necessary. You do not need to have previous experience of working within the university or working in a student-facing role to apply. An ability to organise conferences and other events including travel arrangements is essential. You must be able to prioritise your own workload, and to use your own initiative to work independently as well as within a team.

You will have excellent organisational, administrative and IT skills with good working experience of Microsoft Office packages and an ability to quickly learn and use new IT systems. Knowledge of Sitebuilder web software is desirable.

Full training will be provided as appropriate. Whilst training you will be expected to be working all of your working hours in the office. There may be scope for some hybrid working later, but as this is a student-facing role, the majority of the time will be spent on campus.

Interview Date: TBC.

**JOB PURPOSE**

To provide high quality clerical support for the delivery of teaching and learning to all undergraduate (UG) and postgraduate (PG) students in the Department of Physics.

**DUTIES AND RESPONSIBILITIES**

**1. **Providing accurate advice and information to staff and students (UG and PG) on University processes and procedures.

**2. **Assisting with all aspects of the administration of student processes, including admissions, induction, timetabling, attendance monitoring, assessments and examinations.

**3. **Processing purchase orders, expense claims and invoices.

**4. **Planning and co-ordinating scientific conferences, workshops and meetings. To include the organisation of travel and accommodation for delegates and appropriate room, IT and catering bookings.

**5. **Booking and confirmation of travel arrangements for staff and students, for example rail, flights, car hire and taxi bookings.

**6 **Developing and updating web pages.

**7. **Providing support as part of the existing clerical team in the Physics Student Office, and acting as back-up for absences.

**Any other** additional clerical duties associated with working in a busy academic department.

Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.

**Essential Criteria 1**

Good general education to A’ level or equivalent, including GCSE level or equivalent, including English and Maths at grade C or above. (a,c)

**Essential Criteria 2**

Relevant experience of working in an office or customer focused service environment. (a,c)

**Essential Criteria 3**

Excellent verbal and written communication and listening skills. (a,b,c)

**Essential Criteria 4**

Excellent IT skills and ability to quickly learn and use new IT systems and software (including bespoke university software). (a,b,c)

**Essential Criteria 5**

Excellent administrative skills including ability to use databases and spreadsheets to accurately store, retrieve and manipulate data. (a,b,c)

**Essential Criteria 6**

Ability to construct and work with simple budgets. (a,b,c)

**Essential Criteria 7**

Ability to liaise with a wide range of individuals, including students, staff and external stakeholders. (a,b,c)

**Essential Criteria 8**

**Essential Criteria 9**

Excellent organisational skills and the ability to prioritise workloads and work to tight deadlines without supervision. (a,b,c)

**Essential Criteria 10**

Ability to work independently and as part of a team. (c)

**Essential Criteria 11**

Ability and motivation to use own initiative. (c)

**Desirable Criteria 1**

**Desirable Criteria 2**

Experience of working in the Higher Education sector. (a,c)

**Desirable Criteria 3**

Experience of working in a student facing role. (a,c)

**Desirable Criteria 4**

Experienc