Job Description and Person Specification (HR5)
Post Number: /
Job Description
School/Department: / Generic Post – Benchmark B3
Post Title: / Administrative Assistant - Secretary-PA
Please enter Level under appropriate Career Pathway / ERE / TAE / MSA / CAO / R.Nurse / Clinical
2B
ERE Category / Academic Posts / Non-Academic Posts
Academic
(mixed) / Research
only / Teaching
Only / Enterprise / Education Development
Posts Responsible to (and Level): / Senior Administrative Assistant (please amend as appropriate)
Posts Responsible for (and Level):
Job Purpose: Toprovide effective and efficient administrative support to the Service or Group.
Key Accountabilities/Primary Responsibilities
  • To apply a good working knowledge of service administrative systems to answer queries and resolves problems from colleagues and external customers.
  • To contact other Services or external customers to source and exchange information.
  • To contribute to the development of office administrative systems, carrying out administrative processes and ensuring controls are in place to ensure accuracy and timeliness.
  • To analyse, manipulate and interpret complex information in order to compile detailed summary reports.
  • To provide effective and efficient administrative/secretarial support to senior colleague(s), including the co-ordination of diaries, arranging and servicing meetings, filtering enquiries, drafting and preparation of documentation and organisation of events.
  • To process invoices and orders, making effective use of Agresso financial administrative process as required.
  • To monitor and take responsibility for small scale resources. (including cash)
  • To supervise the work of administrative/clerical colleagues, allocating and checking work as required. OR
  • To provide informal coaching/Training Experience to colleagues in relation to administrative tasks.
  • Any other duties that fall within the scope of the job, as allocated by the line manager following consultation with the post holder.
/ % Time
Internal & External Relationships: (nature & purpose of relationships)
  • Other members of the Service/University.
  • External customers to the Service/University.

Special Requirements: none
Person Specification
Criteria / Essential / Desirable / How to be assessed
Qualifications, Knowledge and Experience: / Basic numeracy
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/secretarialsupport role.
Ability to make effective use of standard office computer systems including word-processing and spreadsheets
Experience of analysing data and presenting summary informationin a clear and concise format. / Experience of monitoring a small scale budget (e.g. stationery)
RSA II Word-processing (or equivalent qualification or level of skill) / Application form & interview
Application form & interview
Application form & interview
Application form & interview
Planning and Organising: / Ability to effectively organise and prioritise own work and follow procedures in order to produce work to a high standard to required deadlines.
Attention to detail.
Problem Solving and Initiative: / Ability to work independently to solve a range of problems relating to administrative processes.
Proven organisation skills.
Ability to use work well with minimum supervision.
Management and Teamwork: / Ability to effectively allocate work and check the work of others ensuring required service standards and deadlines are met.
OR
Experience of providing informal training/coaching to colleagues in relation to administrative tasks. / Previous supervisory experience
Communicating and Influencing: / Experience of providing advice on administrative procedures to colleagues and external customers.
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 / C
Outside work
Extremes of temperature (e.g. 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 Number
Which 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
Post 1
Post 2
Post 3
Post 4
Post 5
Post 6
Post 7
Post 8
Please add additional rows as required

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