Benchmark Role Profile for Secretary (APML2)

Version 2.0

Last amended March 2015

THE UNIVERSITY OF NOTTINGHAM
RECRUITMENT ROLE PROFILE FORM

Job Title:Secretary

School/Department:

Salary:

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

Contract Status:

Hours of Work:

Location:

Reporting to:

The Purpose of the Role:

The purpose of the role is to assist in the management of the undergraduate and postgraduate programmes in the School from recruitment to degree award, through module enrolment and providing full support to the relevant academic staff to ensure the smooth running of all the degree programmes on a day-to-day basis. To deputise for the Undergraduate & Postgraduate Manager in their absence, to ensure continuity of service for both students and staff in the School.

Main Responsibilities: / % time per year
1. / To provide teaching and administrative support in the School Office by:
  • To provide full support to the School’s teaching and administration
  • Invite and liaise with applicants over Open Day/interview dates.
  • Make arrangements for talks, tours and catering, including student helpers, and arrange payments against a budget.
  • Receive and respond to general UCAS enquiries, and decide when to pass on to the Admissions Tutor.
  • Develop and maintain relevant databases and spreadsheets to ensure information and statistics are available when required (e.g. interviewing academics, admissions tutor and Director of Studies).
  • Review and update UCAS-related School processes.
  • Facilitate the processing and generating of orders via Agresso and use of the University purchasing card.
/ 35%
2. / Provide administrative support to Undergraduate & Postgraduate Programme Manager and Director of Studies:
  • Prepare School documentation for Week One registration for students (both new and returning) and staff.
  • Using specialised software, manipulate data to provide photographs of tutor groups etc. for academic staff.
  • Edit module information and associated handouts; updating information on databases and spreadsheets as required.
  • Collate record and distribute Undergraduate coursework.
  • Prepare SET forms for lecturers. Collate and analyse SEC forms for Director of Studies.
  • Assist with preparation of exam marks for distribution to students.
  • Assist with School input to the University Schools & Colleges Open Days.
  • Deputise for Undergraduate & Postgraduate programme manager in their absence to ensure processes continue.
/ 25%
3. / Manage day-to-day running of the Support Office:
  • Distribute workloads of support staff to ensure effective service taking account of individual experience, skill and capacity.
  • Receive and respond to telephone, personal and Email enquiries from current and prospective students, staff and visitors, deciding when to pass on to an appropriate colleague.
  • Procure goods and services, placing orders for goods as needed using the Agresso purchasing system.
  • Distribute mail and faxes.
  • Responsible for ordering stationery for the School. Use initiative to ensure that stationery levels are kept at an appropriate level, anticipating fluctuations through the year. Responsible for judging appropriate quantities, negotiating price with supplier, and identifying best value for money for the School.
  • Ensure photocopiers are stocked with paper and ready for use.
/ 25%
4. / Undertake any other duties necessary for the provision of an efficient support service. For example, absence coverage for other administrative staff and training and support for new members of staff. / 25%
5. / Any other duties appropriate to the grade and role

Knowledge, Skills, Qualifications & Experience:

Essential / Desirable
Qualifications/ Education / Five GCSE’s or equivalent, including maths and English or
Significant experience in similar role.
RSA II/word processing, or equivalent.
Skills/Training / Excellent written and verbal communication skills, and interpersonal skills.
Excellent IT skills with experience of Microsoft Word, Excel, PowerPoint and Access, able to use e-mail and access the Internet.
Experience / Ability to work well both independently and as of a team.
Experience of communication with staff at all levels.
Ability to prioritise own work-load, and adapt it in the light of altering external priorities and pressures.
Experience of working unsupervised, prioritising and taking responsibility for tasks.
Experience of handling confidential and sensitive information.
Broad administrative and secretarial experience.
A good working knowledge of the UCAS admissions processes. /
  • Knowledge of SATURN and Agresso and University admissions processes.

Statutory/Legal
Decision Making

i)Taken independently by the role holder;

  • Organisation and prioritisation of own day-to-day workload
  • Co-ordination of interviewees, student helpers and academic staff for interview days
  • Arranging payment of fees to student helpers
  • Receiving and responding to general enquiries
  • Reviewing relevant systems and procedures
  • Specific office equipment and stationery requests

ii)Taken in collaboration with others;

  • Organisation and allocation of tasks with other members of the Office team.
  • Improvements to routines and practice where they have a wider impact.
  • Discuss specific stationery requests with the relevant individual, where there are options.
  • Requirements of paperwork for registration, Undergraduate projects and coursework.
  • Collaborate with other secretaries to provide effective and efficient secretarial service within the School.
  • Final content and presentation of documentation for registration etc.
  • Approval and authorisation for purchasing.

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

  • UCAS enquiries requiring academic input
  • Exceptionally large stationery quantities being ordered by individuals, whether from School or research project codes.
  • Prioritising workload if clashes of deadlines occur.
  • Hours of work and holiday arrangements.
  • Goal setting and performance review.
  • Personnel issues.

Additional Information

This role is essential to smooth running of the Support Office and is vital to support the undergraduate and postgraduate course programmes.

/ 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.