Benchmark Role Profile for Administrative Assistant (APML2

Version 2.0

Last amended March 2015

THE UNIVERSITY OF NOTTINGHAM
RECRUITMENT ROLE PROFILE FORM

Job Title: Administrative Assistant

School/Department: Bio-Support Unit (BSU)

Salary: £17039 -£20198 per annum, depending on skills and experience. Salary progression beyond this scale is subject to performance.

Job Family and Level: Administrative, Professional and Managerial Level 2

Contract Status: Fixed

Hours of Work: 8:45am until 5pm

Location: BSU-Medical School and BSU-Sutton Bonington

Reporting to: Miss Donna Osinska

The Purpose of the Role:

The purpose of the role is to undertake specialist administration and cost recovery processes specific to the BSU. Additionally, providing support and advice to BSU staff, academic staff, external research colleagues and students efficiently and to a high standard.

Main Responsibilities: / % time per year
1. / Accountable for consolidating and processing orders for the School via the Agresso finance system, Sciquest and the LabTracks Facility Management Software. Distributing these orders to suppliers by appropriate means. Subsequent processing of delivery notes and invoices in relation to these orders. Accuracy and attention to detail is very important to ensure the purchasing requirements of staff and research colleagues are met promptly to enable them to continue teaching and research. Respond to changes in requirements by amending orders, consulting with research colleagues, BSU staff and external suppliers as required. Maintain accurate records of all orders. / 25%
2. / Carry out cost recovery procedures for the BSU using the Agresso finance system and the LabTracks Facility Management Software. Monitoring of cost recovery within the BSU to ensure all appropriate charges are completed. / 25%
3. / Performance of Home Office Liaison Contact (HOLC) duties, including providing advice on training and Home Office requirements, administration of the ASPeL electronic licence processing system, keeping and maintaining detailed records of Home Office Licences and liaising with Home Office personnel where appropriate. / 15%
4. / Receive and respond to internal and external queries from within the BSU, University, the Home Office and external suppliers to provide advice, resolve both simple and complex queries and ensure a prompt efficient service is provided. / 20%
5. / Maintenance of smart card access system plus control of door release, using judgement and discretion in making the decision whether to allow entry thereby ensuring access to BSU is restricted to authorised users, and complying to HSE standards for control of laboratory animal allergy. / 5%
6. / Organise office duties such as checking, processing all types of forms (expenses, quotations, delivery notes, etc), sending to relevant suppliers or parts of the University, and then filing the documents to ensure easy access for queries. Administer all quotations and purchasing forms to support University purchasing regulations. Review and adjust office procedures to improve office effectiveness. / 5%
7. / Organise conference registrations, travel and hotel accommodation for staff and students. Administer staff holiday, sickness recording, petty cash sales, issuing of department keys and maintain databases to store information relevant to meet various School/University reporting requirements. Compose emails, letters, memos and faxes to communicate information or liaise with internal and external contacts. / 5%
8. / Any other duties appropriate to the grade and role

Knowledge, Skills, Qualifications & Experience

Essential / Desirable
Qualifications/ Education / A good standard of general education with at least five GCSEs or equivalent or
Considerable work experience in relevant role. / Advanced typing/secretarial skills – audio/shorthand.
Skills/Training / Extensive IT knowledge (MS Office, email)
Excellent oral and written communication skills
Ability to build working relationships within the School/department, University, the Home Office and with external research colleagues and external suppliers.
Knowledge of financial processes and cost recovery.
Experience of planning own work activities in response to differing needs of the School and deadlines. / Preferably experience of using Sciquest, Agresso
Experience / Ability to work independently to resolve complex internal and external queries and to provide and maintain a high level of customer service whilst working to deadlines.
Ability to work within a busy office environment, flexibility to deal with queries and issues as they arise throughout the working day.
Accuracy, reliability and willing and adaptable to learn new skills and procedures as required by changing University procedures and legislation.
Statutory/Legal / Awareness of University procedures and relevant legislation.
Knowledge of legislation applicable to animal research.

Decision Making

i) Taken independently by the role holder;

· All office administration

· Approval of purchase orders <£3,000

· Resolving complex queries

· Placing orders and using the University Purchasing card for ‘one off’ transactions

· Amend orders to rectify any problems, pass invoices and reduce future queries and financial housekeeping

· Develop and maintain databases and spreadsheets to match data and reporting required

· Prepare and prioritise work activities within the School office

· Ensure order information is correct for projects used

ii) Taken in collaboration with others;

· Amendments to orders in collaboration with research colleagues, senior staff and suppliers
· Some invoice queries if additional information required

iii) Referred to the appropriate line manager by the role holder;

· Approval of orders >£3,000

· Approval of credit card transactions on a monthly basis

· Queries relating to Home Office Legislation

Additional Information

The role in the very busy BSU offices, in conjunction with the Office Manager, enables the smooth running of the main administration within the BSU, involving interaction with staff, external research colleagues, Home Office personnel, external supplier contacts and visitors. All order processing, Home Office licencing, cost recovery procedures and general queries are dealt with by the office. A large amount of the work is to deadlines and involves initiative to meet these deadlines, resolve problems and answer queries quickly and efficiently.

/ The University of Nottingham strongly endorses Athena SWAN principles, with commitment from all levels of the organisation in furthering women’s careers. It is our mission to ensure equal opportunity, best working practices and fair policies for all.