Faculty of Medicine and Health
School of Dentistry
Academic Support Secretary
We are seeking an enthusiastic team player to contribute to the administrative support network across the school. You will primarily be responsible for supporting a team of academic staff in their day to day activities through the provision of high quality secretarial support. Responsibilities will include effective diary management; supporting meetings; preparations of papers; arranging complex international travel and supporting the management of web content.
To be successful in this role, you will have experience of supporting multiple parties and managing conflicting deadlines within a busy environment. You should also have GCSE English and Maths (or equivalent) at grade C or above and have word processing skills at RSA II or equivalent level.
The University of Leeds is committed to providing equal opportunities for all. The University is a charter member of Athena SWAN and holds the Bronze award. We will be happy to consider job share applications and are committed to flexible working for all our employees.
University Grade 4 (£18,212 - £20,989 p.a.) depending on qualifications and experience.
Informal enquiries about the post should be made to Mrs Claire Godfrey, Business Manager, tel: 0113 343 6168; email
If you have any specific enquiries about your online application please contact Aleksandra Kliszcz, tel: 0113 343 6173; email:
Job Ref: MHDEN1055 Closing Date: 7 July 2016
Purpose of the post
Across the School of Dentistry there is a diverse mix of academic and academic related activity which requires efficient and effective secretarial support. This includes supporting a range of areas such as teaching, research and business administration and working across teams to provide a seamless support network.
You will be working with multiple members of staff with differing secretarial needs so support will vary between departments.
Key Responsibilities
To provide secretarial support, for the Professoriate and academic staff within the School of Dentistry. General activities include:
· Supporting academic staff in ensuring deadlines are met
· Providing an efficient and confidential typing/word processing service including support for research projects and data entry
· Effective diary management and co-ordination of meetings
· Provision of papers related to meetings and conferences
· Clerical support for the preparation of teaching materials and presentations
· Arranging travel, visas and accommodation
· Processing claim forms for travel and other expenses under the University Financial regulations
· Booking conferences and other events.
· Update and maintain Symplectic[1]
· Procurement of equipment and other consumables
· Acting as requisitioner/goods receiver in accordance with the University’s Financial Regulations and procedures
· In liaison with the Assistant Business Manager, support the co-ordination of information required for the issue of honorary contracts
· Provide support for the local recruitment process including co-ordination of paperwork and the meeting/greeting of candidates
· Recording absence, annual leave, training and SRDS data on SAP were required
· Supporting academic/academic related staff in the maintenance of web pages ensuring that all content is up to date and factually correct
· Where required, minute meetings including the provision of agendas and relevant papers
· Deputising for the Personal Assistant to the Dean
· To provide secretarial cover for colleagues as necessary through a flexible approach to working
· Other duties as required, commensurate with the grade of the post.
The job description provides a framework for the role of Academic Support Secretary in the School of Dentistry and should not be regarded as a definitive list of duties and responsibilities, which will develop and change over time through natural progression.
Relationships
You will be responsible on a day-to-day basis to the Personal Assistant to the Dean and through them to the Business Manager and the Dean of the School of Dentistry and ultimately the Dean of the Faculty of Medicine and Health.
University Values
All staff are expected to operate in line with the University’s values and standards, which work as an integral part of our strategy and set out the principles of how we work together. More information about the university’s strategy and values is available at
http://www.leeds.ac.uk/comms/strategy/
Person Specification
Essential
· GCSE English and Maths (or equivalent) at Grade C or above
· Competent IT user with demonstrable experience of using Microsoft Office Word and Excel
· Excellent attention to detail with word processing/typing skills at RSA II or equivalent
· A flexible and non-bureaucratic approach
· Previous secretarial experience in supporting multiple parties and managing conflicting deadlines
· Strong customer service skills
· Experience of maintaining discretion and confidentiality
· Excellent organisational and prioritisation skills whilst working with limited supervision
· Effective interpersonal and communication skills with experience of working with people from a wide variety of cultures and maintaining inclusively within a team.
· Ability to work on own initiative with problem solving skills
· An ability to remain calm in challenging situations
· Experience of organising meetings and events.
· Experience of diary management.
Desirable
· Experience of audio typing and minute taking.
· Experience of working with grant bodies policies and procedures.
· Experience of web site maintenance.
· Wider IT experience in areas such as Endnote, PowerPoint, Publisher and Access
Further information
Faculty of Medicine and Health
With more than 6,000 students, 1,600 staff and annual research income of £50m, the Faculty of Medicine and Health at Leeds is bigger than some universities. Leeds has one of the largest medical and bioscience research bases in the UK, and is an acknowledged world leader in cancer, cardiovascular, psychiatric, genetic, musculo-skeletal and health services research. Treatments developed in Leeds are transforming the lives of people around the world living with conditions such as HIV, TB, diabetes and malaria.
School of Dentistry
The School of Dentistry was newly convened in August 2013 following a separation of the Leeds Teaching Hospitals NHS Trust and University elements of the Leeds Dental Institute. The School is committed to the highest standards of academic excellence and will continue to work closely with partners in the Leeds Teaching Hospitals NHS Trust to deliver high quality patient care and exceptional clinical training at all levels from undergraduate teaching through to specialist registration. The establishment of outreach teaching clinics in Bradford, South Leeds and Hull, are cementing relationships with the wider healthcare and population community. We are also well known for our Medical Emergencies expertise. Oral Biological Sciences are a significant strength of the School, whose key research theme and aspiration is translation of innovative scientific development into clinical practice.
The School welcomes its newly-appointed Dean, Professor Helen Whelton, current President of the International Association of Dental Research, from 1st October 2013. Professor Whelton’s plans include an ambitious international clinical research programme, addressing unanswered questions about the links between oral health and general health.
The School of Dentistry is situated on the sixth floor of the Worsley Medical and Dental building, which also accommodates the Dental Hospital, the Medical School and the University of Leeds Health Sciences Library. It is situated on the southern side of the University campus half a mile from the city centre.
Additional Information
Terms and Conditions
Details of the terms and conditions of employment for all staff at the university, including information on pensions and benefits, are available on the Human Resources web pages accessible via the links on the right hand side, or at http://www.leeds.ac.uk/hr/index.htm
Disclosures and Barring Check
A Disclosures and Barring check is not required for this position however, applicants who have unspent convictions must indicate this in section 9 of the application form and must declare the nature of the conviction to the Recruitment Officer.
Disabled Applicants
This post is located on Level 6 of the Worsley Building. Disabled applicants wishing to review access to the building are invited to contact the department direct. Additional information may be sought from the Recruitment Officer, e-mail or tel +44 (0) 113 343 1723.
Disabled applicants are not obliged to inform employers of their disability but will still be covered by the Disability Discrimination Act once their disability becomes known.
Further information for applicants with disabilities, impairments or health conditions is available in the applicant guidance.
[1] Symplectic is the University’s central repository for information about all publications authored by staff and post-graduates