Post Number: /
Job Description
School/Department: / Faculty of Natural and Environmental Sciences (FNES)
Centre for Biological Sciences
Post Title: / Faculty Administrative Officer (Academic/Research Support)
Please enter Level under appropriate Career Pathway / ERE / TAE / MSA / CAO / R.Nurse / Clinical
2b
ERE & Clinical Posts: Please indicate the category / Academic Posts / Non-Academic Posts
Teaching & Research / Research
only / Teaching
only / Enterprise / Education Development
Posts Responsible to (and Level): / Faculty Senior Administrative Officer/ Faculty Executive Officer Level 3/4
Posts Responsible for (and Level): / None
Job Purpose:
To provide operational assistance, administrative and secretarial support to the Academic environment and senior administrative officer,and to provide reception cover when required.
Key Accountabilities/Primary Responsibilities (6-10 bullet points maximum)
- Apply a good understanding of the organisation, its aims and objectives, staffing responsibilities and operational structures to provide a full range of administrative support to Biological Science in an efficient manner.
- To plan and organise internal meetings, conferences, seminars and events including making travel arrangements, booking catering and accommodation, booking rooms, organising itineraries, agenda, programmes and invitations as required.
- Manage and maintain diaries and emails of senior academic staff in Biological science. Receive and process incoming correspondence and administration, and to act as first point of contact for all enquiries to the group(s), dealing quickly and efficiently with all requests.
- To assist in the preparation of reports, articles and other documents as needed, analysing, manipulating and interpreting complex information, to support the Faculty Operating Officerin their decision-making.
- To attend and minute meetings within the Faculty of Natural and Environmental Sciences as required.
- Undertake general administrative support to academic staff, devising and maintaining office systems, data management and maintenance and related processes, including record- keeping, post, copying and printing as necessary.
- To be responsible for service standards, safe custody and maintenance of all electronic and hard copy datasets, files, resources and records relevant to the job. To assist, as directed, with the meeting of both internal and external reporting requirements.
- To process invoices and orders for goods and services making effective use of Agresso financial administrative processes and in the light of local knowledge of the group(s).
- To maintain effective internal and external links with Professional Services, external bodies eg NHS and professional or regulatory groups and to provide specialist knowledge to continuously review, develop, adapt and maintain all procedures and duties specific to the Job Purpose in order to maximise the quality, efficiency and continuity of the role.
- Any other duties that fall within the scope of the post as allocated by the line manager following consultation with the postholder.
Internal & External Relationships: (nature & purpose of relationships)
Using verbal, written and electronic communication:-
- Liaise with faculty staff in the Deanery and Academic units to communicate,
- Liaise with the Faculty Groups, Faculty Executive and other senior staff to ensure
of briefing materials, all to stated requirements.
- Liaise with others, including Professional Services, external organisations and
the general purpose of ensuring quality and effectiveness of the faculty.
- Liaise with Professional Service staff, and others under the guidance of the Head of Faculty Operations, to administer and deliver the responsibilities and reporting requirements, and to communicate processes, procedures and outcomes as required.
Special Requirements:
- Travel to other faculty and University sites may be required, especially Southampton General Hospital.
- Flexible hours of work may be requiredby these activities as well as core hours.
- Good communication skills are essential, as is the use and maintenance of
to possess excellent interpersonal skills and customer service skills.
Person Specification
Criteria / Essential / Desirable / How to be assessed
Qualifications, Knowledge and Experience:
Ability to produce clear, accurate and concise written documentation
Relevant NVQ2/GCSE/City and Guilds or equivalent qualification or experience
Previous work experience within an administrative /secretarial role
Ability to make effective use of standard office computer systems including Microsoft Office suite
Experience of analysing data and presenting summary information in a clear and concise format /
Planning and Organising:
Capacity to organise data and schedule activities so that they run smoothly
Operate processes and procedures within relevant policies as they affect student data
Capacity to manage own time effectively and deliver outputs consistent with the standards expected in terms of productivity and quality /
Problem Solving and Initiative:
Ability to work independently to solve a range of problems relating to administrative processes, procedures and systems
Ability to work well with minimal supervision, acquire and apply basic knowledge of student data and administrative processes, procedures and systems
Use initiative and judgement to resolve daily problems, and escalate issues which are not resolvable within standard daily operations. /
Management and Teamwork:
Contribute to team behaviours and interact effectively and sensitively with peers.
Contribute to the building of effective networks across the Faculty and sustain good working relationships for the long term. /
Communicating and Influencing:
Effective partnership working and inter- personal skills are essential including:
the capacity to speak to individuals and explain processes clearly and concisely; and to write in a clear and factually/grammatically accurate way. /
Other Skills and Behaviours:
Special Requirements:
Job Hazard Analysis Form - Appendix to Job and Person Specification
Please tick one of the following statements:
This post is an office-based job with routine office hazards e.g. use of VDU (if ticked, no further information needs to be supplied) / This post has some hazards other than routine office e.g. more than use of VDU
Please tick all those that apply, and put N/A if not applicable
Environmental Exposures / O* / F / COutside work
Extremes of temperature (eg fridge/ furnace)
Potential for exposure to body fluids ##
Noise (greater than 80 dba - 8 hrs twa) ##
Exposure to hazardous substances (eg solvents, liquids, dust, fumes, biohazards). Specify …………………………………………………………. ##
Frequent hand washing
Ionising radiation.
Equipment/Tools/Machines used
Food Handling ##
Driving university vehicles(e.g. car/van/LGV/PCV) ##
Use of latex gloves (note: prohibited unless specific clinical necessity) ##
Vibrating tools ( e.g. strimmers, hammer drill, lawnmowers) ##
Physical Abilities
Load manual handling.
Repetitive Crouching/Kneeling/Stooping
Repetitive Pulling/Pushing
Repetitive Lifting
Standing for prolonged periods
Repetitive Climbing i.e. steps, stools, ladders
Fine motor grips (e.g. pipetting)
Gross motor grips
Repetitive reaching below shoulder height
Repetitive reaching at shoulder height
Repetitive reaching above shoulder height
Psychosocial Issues
Face to face contact with public
Lone working
Shift work/night work/on call duties ##
O – Occasionally (up to 1/3 of time); F – Frequently (up to 2/3 of time); C – Constantly (more than 2/3 of time) ## denotes to HR the need for a full PEHQ to be sent to all applicants for this position.
FOR SCHOOL/SERVICE USE ONLY / ResourceLink Post NumberWhich post does this job report to
Is this post a Line Manager? / Yes / No
If yes, which posts directly report into it? / ResourceLink Post Number
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