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Departmental Administrator

Working within the Academic Support Unit as a Departmental Administrator, you will provide a competent and comprehensive administrative service for Academic Units within the Institute of Health & Society (IHS) at the University of Worcester.

Some of the support will fall within the unit of Allied Health and Applied Social Sciences but the post holder will also be expected to offer generic support across the Institute where appropriate. The post holder will be expected to deal with enquiries using initiative and sound judgement and to display an understanding of issues of confidentiality.

The Administrator will be working in a busy environment and therefore high levels of competence in prioritising, co-ordinating, communicating, decision-making, editing and proof-reading are essential attributes for the post-holder. Duties will include production of a variety of documents to a high standard, taking minutes at meetings, booking courses and conferences, hotels and travel, dealing with visiting lecturers and external examiners, processing of student assignments, updating the student information platform with key dates and providing a point of contact for general enquiries. In addition, the post holder will be expected to provide some administrative support to the Academic Group Leads and to support the Timetabling process.

The post holder will also be responsible for co-ordinating the activity of our IMPACT group, who provide a service user and carer perspective to a range of academic activities. This will include making and recording bookings, checking claims and dealing with queries.

Maintaining effective liaison with all departments within the University and interacting effectively with all levels of staff, students, key partners, other external organisations and members of the public are key to this post.

The post-holder will act as part of the administrative support team and will be expected to work collaboratively and flexibly with colleagues across the Institute to ensure smooth delivery of support during busy periods and when required to cover absence within the Academic Support Unit.

Closing date: Tuesday 10 Apr 2018

Reference number: IHS1805 - 3584

Job details

Job details

Salary
Band 3: £16,654 - £18,263 with opportunity to progress to £19,850
Hours
37 Hours
Start
As soon as possible
Duration
Permanent
Responsible to
Academic Support Unit Manager
Responsible for
N/A
Interview date
To be confirmed

Institute of Health and Society

Explore the Institute of Health and Society

“The University is a leading innovator in the fields of health and social care”
Dr Jan Quallington, Head of Institute

Background

Background

We strive to be an outstanding university at which to be both a student and a member of staff. We have a national reputation as a very friendly community, where both staff and students feel genuinely valued and empowered to make a meaningful contribution. We are one of the fastest growing universities in the UK. We are now a community of over 10,000 students and 1,000 staff members, drawn from over 60 countries and a wide variety of disciplines; we are a major employer in the region.

We are committed to offering our staff the creative combination of challenge, opportunity and support which is needed to grow personally and professionally. Having the best people work at the University is central to the University’s on-going and future success. We offer you a comprehensive induction, extensive staff development opportunities and a wide range of benefits including generous holiday allowance, pension scheme and access to excellent facilities. Staff can also access the University’s wide array of sports, educational and leisure facilities.

The Institute of Health and Society offers a wide variety of courses in Nursing, Midwifery, Paramedicine, Psychology, Social Work, Occupational Therapy, Physiotherapy and Continuing Professional Practice, amongst others. The Institute has an excellent track record in quality delivery of professional courses and promoting effective working partnerships with NHS Trusts and other health and social care providers within Herefordshire and Worcestershire. The post sits within the Academic Support Unit and is supported by a Team Leader.

Main duties

Main duties

1. To liaise with team leaders and administrative colleagues to ensure smooth provision of service.

2. To provide a thorough administrative support service for the academic staff within Academic Units.

3. To consult with Course Leaders on course-related matters.

4. To deal with day-to-day enquiries in the form of personal callers to the office, telephone or e-mail from staff, students or the general public, relaying appropriate information to colleagues or directing queries to other University services as appropriate.

5. To assist with the production of core documentation (using the Microsoft suite) of programmes including Course Handbooks, posters, course and module outlines and other general correspondence, to a high standard of presentation in the University house style.

6. To attend and act as Minute Secretary to Academic Units and Institute Committees and associated course and curriculum meetings. This will include compiling and distributing agendas and associated papers, taking minutes at the meeting then word processing the minutes ensuring timely circulation and follow-up action takes place.

7. To maintain databases and conduct mail shots as required.

8. To raise purchase orders, receipt goods, process invoices, etc and maintain appropriate records in accordance with the University’s financial procedures (training provided).

9. To assist with the processing of student assignments including collecting assignments from the ‘post box’ every day and scanning them in. The post holder will also help with return of student assignments during the designated time slot.

10. To ensure safe despatch of assessment items to external examiners.

11. To administer requests for Visiting Lecturers and subsequent payment claims.

12. To administer academic staff travel claims and book staff on relevant courses and conferences.

13. To create and maintain electronic records relating to courses, such as assessment submission and return deadlines, external examiner module allocations etc.

14. To collate assessment items for courses, send to external examiners for approval and ensure that any comments or revisions are passed to module leaders. Distribute assessments appropriately internally once approved.

15. To maintain effective and efficient electronic / manual filing systems and to keep these up to date on a regular basis.

16. To assist with the annual timetabling preparation exercise.

17. To work as part of the wider administrative support team assisting colleagues during busy periods, sickness or holiday leave on any duties required. This may include undertaking reasonable additional duties commensurate with the grade of the post.

18. All employees are expected to go about their duties in an environmentally responsible manner. It is our aim is to ensure all resources are utilised effectively and efficiently. This includes taking measures to minimise wasting energy, water and office consumables, as well as reducing unnecessary or inefficient travel. All employees will fully adhere to the University’s Environmental Policy.

*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training.

*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students.

*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.

 

Person specification

Person specification

Please provide evidence of how you meet each of the essential criteria.

 
Essential Criteria

1. Previous administrative experience providing support at a senior level, working in a busy office environment.

2. Excellent organisation skills and the ability to operate effectively under pressure, cope with interruption, prioritise own workload and meet deadlines.

3. Proven ability to work autonomously and as part of a team.

4. Ability to work flexibly according to the needs of the business.

5. Ability to communicate confidently, effectively and professionally, orally and in writing, with all levels of staff within the University and at partner institutions and organisations, and with a wide range of individuals and groups in the community.

6. Experience of Microsoft suite of programmes to include, diary management and email within MS Outlook, Excel and Word.

7. Fast and accurate word processing skills with ability to produce accurate and well-presented documentation from simple memos to complex and large documents e.g. using page numbers, tables, formatting text.

8. Experience of committee work, including organising meeting, setting Agendas, preparing papers, taking and writing of Minutes and progress chasing.

9. Show initiative and confidence in executing duties, contributing ideas to promote effective and efficient working practices.

Desirable Criteria

1. Good understanding and / or experience of higher education.

2. Educated to A level or above.


Applications from Non EEA Workers:
Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction.

Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at www.gov.uk/browse/visas-immigration .

Visit www.naric.org.uk/visasandnationality  for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.

Unspent convictions, cautions and bind-overs
The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.

In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.

This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.

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