Administration Support

3 weeks ago

Leicester, United Kingdom Unitemps - De Montfort University Full time

**Role**
- To provide administrative support to the Pharmacy Programme Team, both postgraduate and undergraduate
- To act as the first point of contact for the postgraduate and undergraduate team, by providing a high quality information service to students, staff and other stakeholders

**Duties and responsibilities**
Main Clerical duties
- Responsibility for updating Blackboard Shells and the DMU Hub for all programmes
- Responsibility for marketing activities for all programmes
- Responsibility for sending out online evaluation forms to students and monitoring responses, collating and interpreting data, and reporting on this. Liaising with academic staff and escalating issues where required, keeping affected students updated
- Responsibility for note taking in meetings, following up action points with relevant parties ready for subsequent meetings
- Responsibility for co-ordinating relevant paperwork needed for accreditation of postgraduate programmes

Information, advice and referral
- Providing clear and accurate advice and information regarding the Faculty and processes and policies for all supported programmes
- Sign-posting to Faculty and University Services
- Providing administrative assistance to management and to academic members of staff

Appointments and events
- Assisting in the planning and delivery of events including training days, workshops, presentations, conferences, Faculty and University open days

Information materials
- Assisting in producing promotional material and information
- Organising, co-ordinating and issuing materials and equipment

Other clerical duties
- Maintaining and updating systems, ensuring accurate information is recorded, generating reports as required and ensuring client confidentiality and data protection at all times
- Carrying out quality and Health and Safety administration
- Co-ordinating recruitment and selection processes for student choices, adhering to the University’s Equality and Diversity Policy
- Collation and distribution of mail shots to current and potential placement providers, working closely with the Careers and Employability Employer Liaison team
- Collating data and providing reports for case meetings
- Undertaking accurate data entry using a range of in-house systems
- Utilising knowledge of Microsoft Office packages to create documents, spreadsheets and presentations
- Inputting information on the intranet/internet, VLE system
- Issuing car park permits and processing stationery orders
- Filing and archiving records; minute taking

Other
- Ensuring that the service provided to students by the team will satisfy the requirements of the national Matrix (Quality) Award and QAA
- Supporting the promotion of the Placement Service to all stakeholders
- Maintaining office housekeeping
- Participating in a programme of continuous professional development in agreement with line manager and objectives
- The post holder is required to minimise environmental impact in the performance of the role, seek to promote environmental sustainability within area of responsibility and actively contribute to the delivery of the DMU Environmental Policy.
- 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.
- Perform any other duties commensurate with the job grade as reasonably required from time to time

**Skills and experience**
Minimum of 5 GCSE’s at Grade C or above, (which must include English Language and Mathematics at grade C or above) or equivalent

Customer services experience including retaining and providing accurate information to customers and resolving problems

Previous experience of working in a customer-focussed environment advising customers, on a face-to-face basis, electronically and by telephone

Sound experience of working in a busy administrative role with diverse groups of people and evidence of competency in the following responsibilities:

- Professional manner
- Managment of office filing systems - paper and electronic
- Office housekeeping duties
- Effective communication with internal and external stakeholders

ICT literate including sound knowledge and competence in the usage of Word, Excel Outlook and databases

Excellent data retention skills and the ability to impart accurate information to third parties

Excellent attention to detail and accuracy, including the ability to proof read documents

Written & verbal communication skills, including ability to communicate clearly with accurate spelling and grammar

Interpersonal skills, including conflict management and the ability

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