To Organise and Deliver Administrative Services to Support Projects in the SAA Workstream

Job Description and Person Specification (HR5)
Post Number:GX07009790 /
Job Description
School/Department: / Student and Academic Administration (SAA)
Post Title: / Student Systems and OperationsAdministrative Officer
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): / Student Systems and Operations Team Leader (MSA 4)
Posts Responsible for (and Level):
Job Purpose:

To organise and deliver administrative services to support projects in the SAA workstream.
To deliver support tasks, advising and assisting using initiative and high level communication skills to ensure service quality, efficiency and continuity.
Proactively contribute to system and process improvements through constructive relationships, administration and communications distribution.

Key Accountabilities/Primary Responsibilities
SAA Workstream Administrative Support:

To provide administrative and clerical support to the SAA workstream through system/business review projects. This to include Project Boards, working groups, regular business project meetings and associated workshops. Administrative support will include the smooth operation of meetings, preparation of agendas, recording of minutes and follow up work arising from meetings as applicable

To perform detailed analysis or evaluation of straightforward information, highlighting and prioritising any issues for further investigation; e.g. spreadsheet data and compilation of standard reports

To liaise and collaborate closely with institutional Programme Management Offices relating to project, governance and communication matters.

Communications:

To be responsible for the maintenance of relevant areas within SAA workstream communications using;Content Management System tools to administer the SAA website,internal SharePoint sites and mailing lists

To contribute to messages through wider University communications tools includingthe University Portal, SUSSED

To be responsible for the production and maintenance of the ‘Year in SAA’ documentation

To monitor the timely review of all SAA information provision, identifying gaps, consistency issues and scope for continuous improvement; to resolve these in liaison with SAA colleagues

Act as a filter for issues/problems raised by customers and workstream partners, and escalate those which cannot be resolved to the Student Systems and Operations Team Leaderas appropriate.

Miscellaneous:

Plan and prioritise own work activities in response to the Student Systems and Operations Team Leader’s general instructions and, subject to minimal supervision, to support the work of the Student Systemsand Operations Team

Provide support for other members of staff within the SAA Registry as required and undertake any other duties that may be assigned from time to time in departmental activities, as directed by the Student Systems and Operations Team Leader

/ % Time
60%
30%
10%
Internal & External Relationships: (nature & purpose of relationships)

Collaboration with Teams within the Student and Academic Administration workstream, Professional Services, particularly iSolutions and Communications & Marketing, and other related services including external service providers

Collaboration with Academic and MSA Staff in Academic disciplines.

Special Requirements:

Commitment to the integrity and confidentiality of all relevant data and processes

Flexibility to take leave outside peak times in negotiation with line management

Undertake other duties as required by the Team Leaderto support the work of the SAA workstream.

Person Specification
Criteria / Essential / Desirable / How to be assessed
Qualifications, Knowledge and Experience:
Either:
Possess GCSE/O levels, NVQ2 or equivalent plus work experience in a relevant role.
Or:
Broad relevant work experience that includes experience of operating and responding to some non routine work situations.
Experience of analysing and manipulating student data or similar large data set / X
X / X / Application and interview
Planning and Organising Skills :
Capacity to organise data and schedule activities so that they run smoothly.
Operate processes and procedures within relevant policies
Capacity to manage own time effectively and deliver outputs consistent with the standards expected in terms of productivity and quality. / X
X
X / Application, test and interview
Problem Solving and Initiative:
Acquire and apply basic knowledge of administrative processes, procedures and systems.
Use initiative and judgement to resolve daily problems with guidance from theStudent Systems and Operations Team Leader,and escalate issues which are not resolvable within standard daily operations.
Acquire clear understanding of the quality and standards required for the delivery of a positive student experience within a customer focussed organisation. / X
X
X / Application and interview
Management and Teamwork:
Contribute to team behaviours and interact effectively and sensitively with peers.
Build effective social networks across SAA, Professional Services and academic disciplines,and sustain good working relationships for the long term. / X
X / Application and interview
Communication and Influencing Skills:
Effective partnership working and inter-personal skills are essential including:
Capacity to speak to individuals and explain processes clearly and concisely
To write in a clear and factually/grammatically accurate way.
Demonstrate confidence and positive commitment to the University’s ways of working and explain these to all staff working across academic disciplines / X
X
X / Application, test and interview
Service Delivery :
Evidence of a commitment to delivering services that add value from the perspective of the students and key staff.
Pro-active approach to following the standards set for all staff and engagement in sharing best practice across the Team.
Maintain receptiveness to new ideas and approaches.
Engage in appropriate training and staff development to ensure knowledge and skills are always up to date.
Capacity for patience and tolerance with large numbers of staff particularly at peak times when working under pressure. / X
X
X
X
X / Application and interview
Information Technology Skills
Be fully conversant with the Microsoft Office suite of products.
Experience of administering websites through content management systems.
Be a proficient user of databases. / X / X
X / Application and interview
Special Requirements:
Commitment to the integrity and confidentiality of all relevant data and processes
Flexibility to take leave outside peak times for the Team in negotiation with management.
Flexibility to undertake other duties as required by the Team Leader to support the work of the Student and Academic Administration workstream / X
X
X / Interview

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 / N/A / N/A / N/A
Extremes of temperature (eg fridge/ furnace) / N/A / N/A / N/A
Potential for exposure to body fluids ## / N/A / N/A / N/A
Noise (greater than 80 dba - 8 hrs twa) ## / N/A / N/A / N/A
Exposure to hazardous substances (eg solvents, liquids, dust, fumes, biohazards). Specify …………………………………………………………. ## / N/A / N/A / N/A
Frequent hand washing / N/A / N/A / N/A
Ionising radiation. / N/A / N/A / N/A
Equipment/Tools/Machines used
Food Handling ## / N/A / N/A / N/A
Driving university vehicles(e.g. car/van/LGV/PCV) ## / N/A / N/A / N/A
Use of latex gloves (note: prohibited unless specific clinical necessity) ## / N/A / N/A / N/A
Vibrating tools ( e.g. strimmers, hammer drill, lawnmowers) ## / N/A / N/A / N/A
Physical Abilities
Load manual handling. / N/A / N/A / N/A
Repetitive Crouching/Kneeling/Stooping / N/A / N/A / N/A
Repetitive Pulling/Pushing / N/A / N/A / N/A
Repetitive Lifting / N/A / N/A / N/A
Standing for prolonged periods / N/A / N/A / N/A
Repetitive Climbing i.e. steps, stools, ladders / N/A / N/A / N/A
Fine motor grips (e.g. pipetting) / N/A / N/A / N/A
Gross motor grips / N/A / N/A / N/A
Repetitive reaching below shoulder height / N/A / N/A / N/A
Repetitive reaching at shoulder height / N/A / N/A / N/A
Repetitive reaching above shoulder height / N/A / N/A / N/A
Psychosocial Issues
Face to face contact with public / N/A / N/A / N/A
Lone working / N/A / N/A / N/A
Shift work/night work/on call duties ## / N/A / N/A / N/A

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 TBA
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
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Post 2
Post 3
Post 4
Post 5
Post 6
Post 7
Post 8
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