Job Description

The overall purpose of the role is to provide high level secretarial, administrative and operational support to the Faculty Executive Team, Subject Leaders and academic staff.

The post holder is an integral member of the Faculty supporting the Executive Team in the implementation of the University's Strategy, will be required to maintain high levels of flexibility and be able to liaise confidently with other members of the Faculty Executive Team or their representatives on behalf of the Dean.

Duties and responsibilities

Provide professional, confidential & effective administrative support to the Faculty's Executive and Leadership team. Ensure deadlines are met to produce information in different formats, for utilisation within Executive Team in relation to external networks, University committees and working groups and other key information as required. Provide efficient, flexible operational support for all Faculty events. Liaise with colleagues responsible for events and marketing activities in the planning, liaison and execution of internal and external events for the Faculty, delivering high quality customer service to academic staff from various levels as well as external partners to ensure the Faculty's reputation. Produce general correspondence, committee papers, interview paperwork, reports, presentations and any other documents as requested by the Faculty Executive, liaising with colleagues from Professional Services as necessary. To service Faculty meetings as required, including scheduling, production and dissemination of documentation, minute taking and monitoring of actions and following up outcomes. To develop, review and maintain appropriate systems for all documentation and administrative processes including the management of information maintained on the shared drive and other filing systems. To assist with arrangements for visitors and guests in a professional and appropriate manner. To support the procurement of goods and services for the Faculty in a timely manner and in accordance with Financial Regulations. To engage effectively with appropriate internal and external networks relevant to the business of the Faculty ensuring effective sharing of information and ideas. Liaise with Professional Services and administration to ensure a high quality student experience, in support of academic staff.

Skills and experience

To demonstrate understanding of the public sector or HE sector

Use understanding of the Faculty's and University's processes and systems to prepare reports and other materials, using standard and some non-standard formats and software

Experience of feeding suggestions and consultations into Faculty University information systems; contribute to decision-making around processes and systems to ensure efficient use of resources

Excellent verbal and written communication skills to liaise with service users and/or external contacts representing the work of the Faculty as required

Excellent communication skills to contribute to the delivery of high quality Faculty events; liaising with external and internal partners and academics at various levels

Excellent team working with a range of colleagues; able to show initiative in finding solutions to problems

Able to respond and resolve enquiries and problems, judging when to pass complex queries on to or involve others to provide an effective service and clear advice to colleagues and customers

Excellent interpersonal skills

Able to network internally and externally to ensure effective sharing of information and ideas to support the smooth running of the Faculty

Significant experience of delivering a range of high quality administrative and/or customer services in support of systems or processes

Excellent organisational skills

Good working knowledge of Information Technology (particularly Microsoft Word, Excel, Access and PowerPoint)

Ability to adapt to organisational change

Ability to adapt to technological advances in the workplace

Location

Waterside Campus

Additional information

Please note this role is full time working 37 hours for 10 weeks in the first instance.

Job Types: Full-time, Temporary
Contract length: 10 weeks

Pay: 13.45 per hour

Expected hours: 37 per week

Benefits:

On-site parking
Work Location: In person