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Personal Assistant to the Head of Student Services and Department Administrator

The post-holder will divide their time flexibly between the responsibilities as Personal Assistant (PA) to the Head of Student Services, and Department Administrator.

The post-holder will divide their time flexibly between the responsibilities as Personal Assistant (PA) to the Head of Student Services, and Department Administrator, with both roles being currently based in the Peirson Building at the University’s St John’s campus. The post provides full support to the Head of Student Services, as well as fulfilling a range of administrative and event-management duties. The ability to maintain high standards of professionalism and confidentiality, with a proactive and conscientious approach is essential.

The role involves liaising with a wide range of internal and external contacts, managing diaries, calendars, and correspondence, setting up and minuting meetings, booking travel, conferences and training, co-ordinating events and placing Purchase Orders for goods and services.

The post-holder will require excellent communication and organisational skills, and proven competence in the use of the Microsoft Office suite, with the ability to learn new systems as required. Attention to detail, the ability to meet challenging deadlines, and excellent organisational skills are critical to the role.

Closing date: Sunday 05 Feb 2017

Reference number: SS1701 - 3170

Job details

Job details

Salary
Band 4 £18,411 - £20,624 a year
Hours
Full time, 37 hours a week
Start
As soon as possible
Duration
Temporary for 1 year
Responsible to
Head of Student Services
Responsible for
N/A
Interview date
Interviews will be held on Thursday 23rd February 2017

Background

Background

Student Services aims to support University of Worcester students to enable them to fulfil their potential through a range of services under the following headings:

• Careers and Employability Service

• Chaplaincy

• Counselling and Mental Health Service

• Disability and Dyslexia Service

• Firstpoint (student contact centre)

• Money Advice Service

• Student Achievement Service

• Student Support and Wellbeing Service

• Unitots Nursery

Values and Behaviours

In the Strategic Plan for 2013-2018, the University sets out the values which underpin the standards expected of all members of the university community.

These are:

o Intellectual openness, honesty and love of learning

o Human equality and dignity

o Democracy and mutual respect

o Educational and social inclusion

o Environmental sustainability and social responsibility

o Ethical and professional behaviour

o Active engagement and partnership

Within Student Services these values lead to an expectation of the following professional behaviours:

• A commitment to delivering an excellent, inclusive and student-focused service

• A positive and proactive approach to problem solving and seeking to improve practice, including maximising the effective use of resources

• Embracing change and being receptive to new ideas

• Showing commitment to your own development, and supporting others to achieve their potential

• Working collaboratively

• Valuing, encouraging and supporting diversity to foster a spirit of mutual respect

• Managing your own workload effectively, and contributing positively to the wider team

• Maintaining an awareness of the University’s aims, and where your role fits in to the bigger picture.

Main duties

Main duties

1. To support the Head of Student Services in all aspects of her role, including:

• Acting as first point of contact for the Head, using appropriate initiative, judgment and prioritisation skills, and welcoming visitors to the department or University as necessary

• In the absence of the Head, taking appropriate action to manage or refer any urgent situations that arise

• Providing full secretarial and administrative support

• Regularly liaising with the Head to agree priorities, update on progress and raise any issues

• Dealing with correspondence in all formats, including screening emails and responding where appropriate

• Daily management of the Head’s diary and electronic calendar, advising on time management and re-scheduling when necessary

• Printing and collating of meeting papers, and ensuring that reading time is set aside when necessary

• Assistance with researching, drafting and formatting reports, documents or correspondence

• Monitoring of deadlines

• Maintenance of appropriate manual and electronic filing systems.

2. To provide full administrative support to the Head of Service, and the wider Student Services team, setting up and maintaining effective and efficient systems as required.

3. To order goods and services using the University’s in-house purchasing systems (Parabilis/QLx or paper-based requisitions); receipt delivery and process invoices in accordance with the University’s financial procedures.

4. To book travel, conferences, accommodation, training and event attendance as required.

5. To check, process and record staff travel and subsistence claims, timesheets etc.

6. To keep accurate records of financial transactions, monitor expenditure against the budget, and liaise with the department’s Management Accountant to review relevant budget allocations as part of the Planning process.

7. To organise meetings and events as appropriate, including dates, venues, refreshments, agendas, briefing notes and attendees. Take notes or minutes as required and circulate in a timely way, following up action points and summarising any outstanding items.

8. To provide support for a variety of projects, including liaison with academic and support staff colleagues and external contacts, management of timelines and deadlines, co-ordination of activities, management of budgets and resources etc.

9. To act as liaison and internal lead for co-ordination of Student Services’ contribution to events, such as Open Days, Visit Days, enrolment, Welcome Weekend, student induction, activities and workshops. This may include negotiating cover for stands, talks, activities or events, booking venues, assisting with publicity, maintaining lists of attendees etc.

10. To assist with production and updating of information for web pages.

11. To assist with data collection, data collation and reporting relating to student feedback on events etc.

12. To act as mentor to new colleagues in Student Services and elsewhere in the University, with appropriate training, in accordance with the Mentoring Scheme.

13. To provide occasional cover for other PAs on a reciprocal basis.

14. To carry out any other duties relevant to the service, and commensurate with the responsibility level of the role, when appropriate.

*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. Educated to first degree level, or equivalent qualifications and/or experience.

2. Experience of providing secretarial and/or administrative support in a busy environment, working to deadlines and maintaining high quality standards.

3. Excellent interpersonal skills, with the ability to communicate confidently and effectively, verbally, in writing and via electronic media, with a range of audiences, including the need for excellent spelling, grammar and punctuation.

4. Ability to maintain the highest standards of professionalism, dealing with confidential and sensitive issues with integrity, discretion and impartiality, in accordance with university guidelines and the Data Protection Act.

5. Ability to operate effectively under pressure, deal with frequent interruptions, manage and organise a complex workload, and successfully meet challenging deadlines.

6. Excellent IT skills, including proficiency in Microsoft Word, competence in the use of Outlook for emails and calendar management, and in Excel for managing financial data, an awareness of other Office programmes (such as Powerpoint and Publisher), and the proven ability to learn new IT systems with appropriate training.

7. A proactive approach to work, with the ability to make appropriate decisions, to prioritise effectively, and to use initiative to instigate action when required.

8. Ability to travel to undertake duties at any University of Worcester site, or to attend training or other events off-site, on an occasional basis.

Desirable Criteria

1. Experience of working in higher education, or a similar environment.

2. Experience of using a computerised purchasing system.

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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