Appointments and Promotions s1

Role Profile - Grade 3 PAS

Clerical Assistant

Job Title: / Clerical Assistant / Generic Post Title: / Clerical Assistant
Reporting to: / Head of Administration/Assistant Head of Administration (Planning) / School/ Department: / School for Engineering & Built Environment
Job Family: / Professional and Administrative Support / Grade: / 3
Main Purpose of the Role: / To provide an efficient and effective clerical service to support the School Management Group and Senior Support staff. Also provide clerical support across the School as directed by Head of Administration/Assistant Head of Administration (Planning).
Summary of Activity: / Examples of role specific activity include:
· Carry out all administrative and secretarial arrangements to support the School Management Group and Senior Support Staff. This will involve arranging travel, accommodation and reimbursement of expenses in accordance with the University’s Financial Procedures.
· Provide clerical support for School/Department Committees and working groups as required including note taking
· Ordering and receipting of goods on University PECOS System as required
· Diary Management for SMG, mainly the Associate Deans
· Act as first point of contact for the School for external visitors
· Ensure maintenance of accurate files, records and databases.
· Carry out any other tasks as appropriate to the post and in line with School business needs.
Examples of generic activity include:
· Ensure efficient service provision by filing, word and data processing, photocopying, mail delivery and other appropriate responsibilities.
· Provide clerical support for planning of service requirements
· Apply with guidance, appropriate quality standards and measurements.
· Maintain and review appropriate records.
· Note taking for working groups and committees
· Respond to oral, written, and electronic enquiries.
· Provide clerical support for committees, working groups and project teams as appropriate.
· Participate in essential internal networking.
· Provide first line of contact for colleagues and students where appropriate
· Demonstrate an understanding of and participate in health and safety practices.
· Balance competing work priorities.
· Manage personal day to day work profile in keeping with service demands, within agreed timescales and as directed by the line manager.
· Assist in ordering and maintenance of essential resources.
· Responsible for co-operating and complying with University and Local Health and Safety regulations, standards and processes.
· Any other tasks appropriate to the post and in line with School/Department business needs.

Person Specification

Criteria / Essential / Desirable / Evidence
Education, Qualifications
& Training / HNC/HND qualification or equivalent. / Application form
Qualifications
Skills, Knowledge & Competencies / Ability to demonstrate relevant administrative experience.
Proficient in the use of Microsoft Office packages.
Experience in clerking both formal and informal meetings.
Experience of diary management.
Excellent communication skills (both written and oral).
Excellent organisational skills.
Ability to work on own initiative and as part of a team.
Numerate and time management skills.
Ability to effectively prioritise a busy workload. / Working knowledge of Further/ Higher Education would be advantageous. / Application form
References
Interview

Grade 3 Clerical Assistant Page 3 of 5 Professional and Administrative Support

Generic HERA Activity - Grade 3 PAS

Clerical Assistant

1 Communication

This element includes communication through written/electronic/visual/verbal means, and in both informal/formal situations. This may include the need to convey basic factual information clearly and accurately, conveying information in the most appropriate format and explaining complex or detailed specialist information.

Required to respond to simple verbal instructions and enquiries, and may be required to clarify matters of a non-routine nature, use language over and above that which is found in every day conversation, choose an appropriate method of delivery and employ techniques to ensure understanding.

2 Teamwork and Motivation

This element includes team work and team leadership when working in both internal and external teams. This may include the need to contribute as an active member of the team, motivating others in the team and providing leadership and direction for the team.

Required to offer mutual support to colleagues in a team where the members are all pulling together. This may be in a self directed or leaderless team, or in a team with a remote leader. For example a member of staff who as part of a team is expected to act as a role model to less experienced colleagues and supports their work as required.

3 Liaison and Networking

This element includes liaising with others both within and outside the institution and creating networks of useful contacts. This may include passing on information promptly to colleagues, ensuring mutual exchange of information, influencing developments through one’s contacts and building an external reputation.

Required to have regular contact with people outside their work team.

4 Service Delivery

This element includes the provision of help and assistance to a high standard of service to students, visitors, members of staff and other users of the institution. This may include reacting to requests for information or advice, actively offering or promoting the services of the institution to others and setting the overall standards of service offered.

Responds to requests for information, provides answers to questions regularly posed, drawing upon pre-prepared materials for the answers, responds to breakdowns, system or mechanical failures or predictable requests for help.

5 Decision Making Processes and Outcomes

This element includes the impact of decisions within the institution and externally. This may include decisions which impact on one’s own work or team, decisions which impact across the institution and decisions which could have significant impact in the longer term within or outside the institution.

Independent decision-making that affect immediate team colleagues and can be undone quickly with little implication and provide information to the manager which will influence the manager’s decision making.

6 Planning and Organising Resources

This element includes organising, prioritising and planning time and resources, be they human, physical or financial. This may include planning and organising one’s own work, planning work for others on day to day tasks or on projects, carrying out operational planning and planning for coming years.

Expected to decide own pattern of work and select the order in which tasks are completed, ensuring the required output is achieved.

7 Initiative and Problem Solving

This element includes identifying or developing options and selecting solutions to problems which occur in the role. This may include using initiative to select from available options, resolving problems where an immediate solution may not be apparent, dealing with complex problems and anticipating problems which could have major repercussions.

Day to day will not have much scope for discretion in problem solving and infrequently required to resolve problems within an agreed policy and process framework.

8 Analysis and Research

This element includes investigating issues, analysing information and carrying out research. This may include following standard procedures to gather and analyse data, identifying and designing appropriate methods of research, collating and analysing a range of data from different sources and establishing new methods or models for research, setting the context for research.

Gathering and manipulating routine data.

9 Sensory and Physical Demands

This element includes the sensory and physical aspects of the role required to complete tasks. This may include physical effort, co-ordination and dexterity, using aural evidence to assess next actions, applying skilled techniques and co-ordinating sensory information and high levels of dexterity where precision or accuracy is essential.

Will need skills obtained through practice over a period of time or during practical training. Care, precision and accuracy will be normally expected.

10 Work Environment

This element includes the impact the working environment has on the individual and their ability to respond to and control that environment safely. This may include such things as the temperature, noise or fumes, the work position and working in an outdoor environment.

Based in the sort of working environment that has little impact on the way in which the work is performed and presents a low level of risk.

11 Pastoral Care and Welfare

This element includes the welfare and well being of students and staff within the institution, in both informal and formal situations. This may include the need to be aware of the support services available, giving supportive advice and guidance and counselling others on specific issues.

Covers basic sensitivity to and consideration of other people's needs or feelings and may include dealing with signs of obvious distress.

12 Team Development

This element includes the development of the skills and knowledge of others in the work team. This may include the induction of new colleagues, coaching and appraising any individuals who are supervised, mentored or managed by the role holder and giving guidance or advice to one’s peers or supervisor on specific aspects of work.

Expected to help other members of the team on a regular basis.

13 Teaching and Learning Support

This element includes the development of the skills and knowledge of students and others who are not part of the work team. This may include providing instruction to students or others when they are first using a particular service or working in a particular area, carrying out standard training and the assessment and teaching of students.

Not applicable.

14 Knowledge and Experience

This element includes the relevant knowledge needed to carry out the role, however acquired, whether this is technical, professional or specialist. This may include the need for sufficient experience to carry out basic, day to day responsibilities, the need for a breadth or depth of experience to act as a point of reference for others and the need to act as a leading authority in one’s field or discipline.

Required knowledge of professional or technical practice. This level of knowledge is often demonstrated by the acquisition of a certificate after a period of practical and theoretical training or experience of the role. There may be a need to undergo periodic refresher and updating training.

Grade 3 Clerical Assistant Page 3 of 5 Professional and Administrative Support