Senior Administrative Assistant (Business Services)

A Senior Administrative Assistant (Business Services) is required to support the Head of Operations and Academic staff in the School of Engineering and Physical Sciences.

Key Duties & Responsibilities

School Management Support

• Support the Head of Operations enhancing business services across the School (i.e. Projects HR Finance Marketing and Internal Communications).

• Support the Deputy Executive Dean with School projects.

• Draft update and improve guidance and other documentation for distribution.

• Resolve day to day issues to ensure the smooth delivery of business services.

• Ensure that deadlines are met and liaise (where appropriate) to resolve more complex issues.

Data Management & Reporting

• Collect manage and process data relevant to business services.

• Assist in the production of reports: creating updating manipulating and summarising data.

• Undertake market research to make recommendations for improving business services locally.

• Produce briefing documents for meetings and events.

• Assist in arranging and actively participate in various meetings including taking meeting notes and maintaining/updating various data sets.

• Organise meetings and follow-up on actions to optimise the support for various business functions but especially HR and Finance related activity.

HR Related Support

• Provide support locally as applicable for staff recruitment.

• Facilitate local staff induction arrangements and maintain accurately and relevance of induction materials.

• Administratively support the Honorary Appointment and Visiting Scholars processes

• Provide support for hiring Casuals where applicable.

• Be the lead admin support for Athena Swan in the School.

• Collect data where necessary and report to HR upon request (e.g. PDR completion rates etc.)

• Provide administrative support for staff development events in the School.

• Disseminate information about staff development events across the School.

• Administration and support for staff leaver procedures and coordinate recovery of School property.

• Assist where necessary to ensure compliance with the Universitys fixed-term procedures.

• Ensure that leaving procedures are followed for all leaving staff.

Finance Related Support

• Assist sourcing suppliers and documentation as approved suppliers on the HWU Procurement System

• Assist staff in the claiming of Expenses via the iExpenses system when necessary.

• Source venues and associated event costs when necessary.

Communications Support

• Communicate and enhance local business support services and processes.

• Create templates that can be used locally to improve School communications.

• Maintain the accuracy of School distribution lists and specific email groups.

• Lead on the creation and enhancement of the School Hub and WorkSpace SharePoint sites.

• Provide administrative support for School internal communications activities as required

Project Support

• Act as the lead contact for School ad hoc projects.

• Provide wide ranging administrative support for School projects.

• Monitor progress on projects and take actions necessary to bring them to a successful close.

• Periodic updating of the School Risk Register.

• Attend and participate in University working groups relevant to the role as required.

• Assist Academic Registry with the preparations for School graduation ceremonies.

• Contribute to the development of School procedures and information on the School intranet.

• Help maintain the helpful and friendly working environment within the School.

Education Qualifications and Experience

Essential Criteria

• Educated to Scottish Highers/A-Level standard (or equivalent).

• Experience of providing relevant administrative support to senior personnel.

• Proven experience of building and maintaining relationships with a wide variety of stakeholder groups.

• Ability to work both independently and across team/section boundaries to strengthen working relationships.

• Excellent oral and written communication skills.

• The ability to write concise and informative committee minutes.

• The ability to interpret information and disseminate it for a wide range of audiences.

• An ability to handle sensitive and confidential information as per the Universitys Data Management Policy.

• Well-developed interpersonal skills with the ability to use both tact and diplomacy in sensitive situations.

• Excellent customer services skills.

• Proven experience of taking a proactive approach to administrative support.

• A positive and professional attitude to providing support even in difficult or challenging circumstances.

• Experience of organising events and well-developed organisational and time management skills.

• An ability to work flexibly and accurately in a dynamic and pressured environment.

• Experience of using large database systems and competent in the use of Microsoft Office applications.

Desirable Criteria

• HNC/SVQ Level 3 Administration or equivalent award.

• Experience of having worked in a similar role.

• Experience of working in Higher Education or other public sector organisations.

Competencies Tasks and Responsibilities

The tasks and responsibilities listed under the following Competency Headings form part of all administrative roles in the University at this level and it is expected that the role-holder will perform them to at least an effective standard at all times.

Team Work

• Contribute to and provide general support across the team

• Cover for other colleagues within the immediate team

• Participate in working groups and committees within the team School/Directorate as required

• Train team/colleagues in operational activities

Service Excellence

• Create a positive image of the University by being responsive prompt and courteous when responding to requests or enquiries from customers

• Produce standard and ad hoc reports as requested

• Enter and maintain records and data into the appropriate university system (e.g. student HR etc.)

• Liaise with internal and external teams committees bodies etc. to ensure an effective service

• Process documents for example applications offers contracts orders records payments and other information in accordance with agreed service levels and information security procedures

• Carry out general office duties e.g. reception/meeting and greeting; sort and organise mail; order stationery; maintain office equipment such as printer photocopier etc.

• Keep working area clean and tidy in line with appropriate H&S requirements

• Example of additional job specific task Set up and process payments using Oracle Financials

Clear and Consistent Communications

• Maintain confidentiality at all times by following university policies and guidance in managing confidential information and personal data

• Write standard communications using templates understanding what parts of the template to use as appropriate

• Record and produce accurate minutes when required.

• Draft non-standard communication for review and use by more senior members of the team

• Explaining standard procedures regulations operating instructions or course information.

• Disseminate news and information to relevant customers and colleagues

Planning and Organising

• Arrange meetings/workshops for internal or external customers including room and equipment hospitality and invites to attendees as appropriate

• Carry out routine instructions from standard procedures

• Contribute to drafting of standard procedures within your team

• File archive and destroy data in line with the University Data Protection & Retention Policy

• Provide appropriate admin support for meetings and events;

• Support School/Directorate and team processes and procedures by meeting schedules and timetables

Initiative and Problem Solving

• Act as first point of contact for queries from customers by phone email system-generated and in person

• Identify and support process improvement

• React to problems using judgement and past experience to solve routine issues

• Use experience to suggest solution to new problems to line manager

Decision Making