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Administrative Assistant
2 weeks ago
Permanent position, 18.25 hours per week.
The Research Technology Platforms (RTP’s) is a growing department within the Faculty of Science. We work with a wide range of departments within the university as well as external companies and other Higher Educational institutions.
We are seeking a proactive person to join us as an Administration Assistant to help with the administrative tasks. You will be supported by the RTP central team who work closely together in a positive environment. As the first point of contact for many enquiries, you will provide professional, responsive support to the RTP Directors, Managers and technical staff.
This is flexible role in terms of working days and hours that can be fit around other commitments.
Interview Date: TBC.
**JOB PURPOSE**
To provide HR and general administrative support to the twelve RTP’s. To help the Administrator Officer (AO), with project administration, including administrative support to the Head of Department (HoD) and other senior staff.
**DUTIES & RESPONSIBILITIES**
1. To provide general HR administrative support to the Administrative Officer and the twelve RTP’s, this will include, among other tasks, supporting staff through the full recruitment process from setting up a new post through to interview, appointment and inductions. Processing requests for visitors, temporary staff ensuring all staff databases are up to date.
2. To provide high quality administrative support to the twelve RTP’s and the technicians commitment. Administrative tasks will include:
- Support meetings, requiring liaison with other University departments and external organisations, and preparing materials for meetings and occasionally attending meetings to take minutes/notes
- Organising of conferences, workshops and seminars
- Organising travel and accommodation and catering arrangements for events and meetings
- Providing on-site support during events
3. To provide specialist finance administrative support This will include:
- Preparation of timesheets on Vidatum
- Preparation of journals and uploading into SAP
- Invoicing of external work
- Support the procurement process, to include goods receipting and creating opera orders
- Sending MDR2’s to accounts payable for supplier set up and MDR1’s to accounts receivable for customer set up.
- Checking line budgets on SAP for RTP related costs on grants.
4. To provide high quality administrative support to the AO, RTP engagement officer and HoD, among other administrative tasks this will include:
- Engaging in project work as required in support of the wider office and the department
- Preparing materials for departmental meetings and attend meetings as required
- Taking minutes at departmental meetings
- Coordinating events for the department
- Ensuring the most efficient use of your time and providing a professional and effective service to all who interface with you
5. To work and engage as a member of the Department’s Administrative Office and wider Administrative Team. This will include:
- Contributing to the effective running and shared professional standards of the office
- Undertaking activities or tasks relating to the wider office, and the development of systems which facilitate the sharing of information and workload across the office
- Maintaining, improving, and developing office systems for administration and record keeping purposes
This is not an exhaustive list of duties, you will be required to undertake other duties, commensurate with the grade, as directed by the Administrative Officer and Senior Administrator within the Department.
