Summary The post holder will proactively devise and deliver activities and provide administrative support to a wide range of events, communications and planning to a variety of audiences. The post holder will also act as the key point of contact for internal and external stakeholders. The post holder will be dealing with different departments at all times of the year you will need to work flexibly when events are held in the evening or at weekends. The role is a fixed term maternity cover for c8 months, and it is imperative the appointed individual is able to establish themselves quickly. As the senior administrator within the department you will provide support for a broad range of administrative duties, some of which may be complex. You may also be responsible for managing other staff or for supporting colleagues and sharing knowledge. You will be able to use your wide range of skills, both technical and administrative, and have the opportunity to lead on specific tasks within a team. In order to flexibly use resource you may be given the opportunity to work in different areas of the department or wider University. Senior Administrators may work in any area of the University; with large groupings in HR, Finance, and School/College Hubs.Main DutiesYou will be able to deal with complex systems and procedures and will be expected to offer advice on these, including deciding on the response to more complex queries. You will be expected to exercise your judgment on the answer to queries or on the direction of work within parameters set by your manager. On a day to day basis you will be expected to resolve more complex queries without necessarily referring to your manager. If you have a supervisory role, you will line manage your staff taking responsibility for co-ordinating and prioritising the work of others. If not in a supervisory role you will still be expected to act as a role model and coach members of the team.Maintain high profile working relationships with key stakeholders on your own initiative, fielding enquiries and ensuring that appropriate information is disseminated to stakeholders as appropriate.You may be involved in organising events including booking a venue, sending invitations, arranging refreshments, liaising with speakers, manage bookings, co-ordination of colleagues, advertising, collating feedback and reporting back.Will manage some smaller projects on own initiative, but will also carry out desk research and source data from internal and external sources in order to contribute to wider projects.You will be expected to use a variety of complex University systems and processes to research, analyst and interpret complex data, producing bespoke reports as required. This may include identifying and resolving issues with the data.Support the management, development and implementation of operational processes and systems.Process more complex data (which may be financial, HR, student-related or other), monitoring accuracy, chasing up missing information, and resolving any issues as appropriate. Provide specialist advice and training to colleagues on area of activity. As required, provide a professional secretarial service to relevant committees and meetings. You may be required to be responsible for one or more of the following: monitoring budgets including processing payments, authorising expenditure, raising concerns where finances are not in line with the budget, procuring goods and services through the University system, updating and writing contents for the department’s communications eg intranet pages,dealing with health and safety and facilities issues, HR-related tasks such as managing staff absence, induction, or dealing with leaversdealing with arrangements for international visitorsmonitoring internal procedures/compliance and ensuring these are followed and disseminated as appropriate.Supports equality and values diversity, moderating own behaviour to avoid unfair discriminatory impact or bias on others.Required Knowledge, Skills, Qualifications, ExperienceEducated to A Level standard, or equivalent level 3 qualification such as a Level 3 NVQ, or level 3 national diploma or relevant work experience evidencing the skills and ability to undertake the role. Minimum of grade C/4 in Mathematics and English at GCSE or equivalent.Specific experience of working in a Student Accommodation or Nurseries, or similar highly sensitive environment.Highly proficient IT skills, in particular the ability to handle complex electronic diaries and emails, the wider MS Office suite of programmes including excel and PowerPoint, and some experience of using an enterprise resource planning package. The post holder should also be confident and able to quickly learn new IT skills and software packages as required.Proven ability to plan ahead and anticipate requirements, proactively planning own (and sometimes others’ workloads) to manage time effectively, progress tasks concurrently and work to deadlines.Excellent communication skills, including the ability to write for different audiences, and to required deadlines. Excellent interpersonal skills. The post holder must inspire confidence and command authority with a range of colleagues and provide excellent customer service at all times.A high degree of professionalism, tact, and diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues. A high degree of initiative, personal judgement, resourcefulness, flexibility, and a self-motivating approach. Ability to work effectively in a large, complex organisation, and to develop a good understanding of how and higher education institutions work.Ability to understand policy and procedures and how to apply these.Understands the importance of equality and diversity in the workplace.Ability to identify and respond to equality and diversity issues in line with relevant policies and procedures.DimensionsThis role will require the exercise of personal initiative within and beyond the department. May manage a team or budgets.Planning and organisingThe role is required to work independently on daily, weekly and monthly tasks but also on projects with medium-longer-term horizons without daily supervision. May manage others staffs’ workloads. Problem solving and decision makingThey will work with direction from management but with a significant degree of autonomy. They will deal with more complex queries and be expected to resolve any problems in their area of responsibility. They may also manage the workload of others or coach others to achieve results. Internal and external relationshipsThis role will be liaising with internal colleagues and stakeholders, likely to be University-wide and with external stakeholders.
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