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Departmental Administrator

It is critical that the post holder possesses strong ‘attention to detail’ skills along with enthusiasm, excellent writing skills, strong IT literacy and is a strong team player.

It is important that the post holder is experienced in communicating effectively with a wide range of people. Tact and diplomacy are essential alongside a resilient nature and perseverance.

The post holder will work as part of the ASU team and a flexible approach will be essential both in terms of adapting to the ASU’s current workload and covering for any absences of other team members.

 In the supporting statement of your application form please give evidence to demonstrate how you meet the essential criteria listed in the person specification; you are advised to address each item on the person specification in turn and give specific examples of activities you have undertaken.

Closing date: Wednesday 31 Jan 2018

Reference number: ASUE1801 - 3510

Job details

Job details

Band 3: £16,654 - £18,263 with the opportunity to progress to £19,850
37 hours per week
As soon as possible
Responsible to
ASU Manager
Responsible for
Interview date
To be confirmed

Institute of Humanities

Explore the Institute of Humanities

“As an academic community, we value individuals and encourage friendliness and generosity.”
Professor Michael Bradshaw, Head of Institute



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.

This post is situated in one of the University’s Academic Support Units (ASUs). This ASU supports the academic staff and students in the Institute of Humanities and the Institute of the Arts.

The Institute of Humanities encompasses subject areas including English, Media and Culture, History, Sociology, Politics, Law and Criminology.

The Institute of the Arts encompasses subject areas such as Art and Design, Illustration, Theatre and Film.

The post holder will work closely with other Academic Support Unit staff members to support staff and students in both Institutes but will have specific responsibility for staff and students in the department of History, Politics and Sociology within the Institute of Humanities.

Within the Academic Support Unit, there are currently three Senior Departmental Administrators and five Departmental Administrators. The ASU is managed by the ASU Manager.


Main duties

Main duties

1. To ‘look after’ the areas of History, Politics and Sociology. This will involve supporting academic staff in these subject areas with administrative tasks such as word processing documentation, undertaking web research, photocopying and document scanning. The post holder will also support the Head of Department undertaking administrative tasks as required.

2. To input module evaluation questionnaires and compile statistical analysis. Training will be provided for this.

3. To minute meetings within the Institutes as required. These will include Course Management Committees (CMCs) where staff and students meet to discuss the courses. The post holder will also minute departmental meetings. This will involve word processing and distributing an agenda, taking draft minutes and word processing for checking by the Chair, distributing the minutes and following up action points.

4. To assist in the processing of student assignments. This will involve opening the assignment box at the designated time (currently 3.00pm), removing the assignments and scanning the bar code into the system. The role holder will also help with handing back marked assignments to students from the assignment room at the required times. Assignments are also given back to students at mandatory lectures and the post holder will help facilitate this.

5. To oversee exam board visits of external examiners and to arrange interim visits to meet students and view sample work.

6. To act as a first point of contact for students within both Institutes. This may take the form of dealing with telephone enquiries, e-mail enquiries or callers to the office.

7. To word process documents to a high standard using Microsoft Word/Excel

8. To work as part of the ASU team demonstrating flexibility and communication when booking annual leave and providing cover during sickness and other absences.


The post holder must be able to undertake light lifting. This will be required when emptying the assignment box. The post holder will also need to be able to reach down piles of assignments from the shelves and to manage incoming stationery orders.


*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. Excellent communication skills with the ability to communicate effectively with a wide range of people including tutors, students, senior managers and representatives of external organisations both orally and in writing.

2. High level of attention of detail in terms of accuracy in spelling, content, grammar and punctuation.

3. Excellent ICT skills especially in using Excel and the ability to create databases and import/export data from/to other sources. Competent use of Microsoft Word and Outlook and have fast and accurate keyboard skills. Experience of using PowerPoint.

4. Ability to undertake research as directed using the internet.

5. Experience of taking minutes or informal notes. The post holder will be able to deal with multiple meetings adhering to deadlines for the production of minutes to a high standard in terms of content, presentation, grammar and punctuation.

6. Able to deal with frequent interruptions typical of a busy office, to keep calm when working under pressure and to meet deadlines.

7. Ability to show initiative and make recommendations for change where appropriate. Ability to be confident in challenging processes and systems where a more efficient solution is apparent.

8. Experience of working in an office environment. This will include experience of photocopying, filing, taking general enquiries by telephone, e-mail or from callers to the office.

9. A flexible approach to work in terms of changing priorities, booking annual leave and a willingness to provide support to other ASU colleagues during busy periods or during leave/sickness.


Desirable Criteria

1. Experience of working in Higher Education.

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 .

Visit  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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