Administrator

1 week ago

Manchester, United Kingdom Search Consultancy Full time

Administrator
Long term temp
£12.45 per hour
The primary aim of this role is to provide comprehensive and proactive administrative support for divisional staff and activities undertaken in the School. The post holder will be a key administrative point of contact within the division and will ensure questions,issues and concerns are dealt with effectively.
The post holder will be assigned to a Division within the School, but will be employed by the School and as such may be required to support other areas, from time to time, across the School. There will be a considerable need to respond to change in the foreseeablefuture and the post holder will actively work to support senior managers in achieving this objective.
Main Responsibilities which will include some or all of the following and which may be amended in the light of changing priorities:
Operational
- Provide efficient and effective administrative support to divisional staff to include:

- Organising travel and accommodation for UK and overseas trips and making arrangements for visitors.
- Diary management, including using initiative when booking appointments, providing advice on attendance.
- Managing room bookings.
- Servicing and organising regular and ad-hoc meetings and events, including booking rooms, equipment and refreshments; collating and distributing agendas; and taking and distributing minutes.
- Assisting with the preparation of research papers and presentations.
- Assisting with the proactive collection of data for the Division, including grants/contracts/conferences attended.
- Assisting with the preparation of teaching materials.
- Assisting with the organisation of office moves.
- Assisting with maintenance of staff records, including the recording of sickness and holidays.
- Assisting with the organisation of staff PDRs and other appraisals.
- Assisting with tasks in relation to the recruitment of new staff to the School, according to University policy and procedure when required.
Typical tasks would include:

- Collating information for the preparation of job descriptions;
- Liaison with HR staff;
- Arranging interviews;
- Requesting references and sending out standard letters;
- Providing management data concerning the Division;
- Guiding staff and students through the Research Passport process.
- Provide day to day finance support to include:

- Processing requisitions, orders and receipts on the iProc Oracle financial system;
- Assisting with staff expense claims;
- Liaising with the Finance Team to obtain financial information and reports;
- Resolving basic queries.
- Set up and maintain accurate internal Listserv mailing lists for the circulation of information within the Division.
- Circulate announcements using the Faculty Intranet Announcement Service.
- Support or assist with, as appropriate, the population and maintenance of local databases and websites.
- Undertake Health & Safety duties as required, which may include acting as first aider, display screen equipment assessor and/or evacuation marshal.
- Assist in reporting and following up on estate matters affecting the Division.

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