GW4 PGR Administrative Assistant
1JOB DESCRIPTION
Faculty / School or Division:Research and Enterprise Development
Faculty/School or Division Address: Senate House, Tyndall Avenue, Clifton, Bristol, BS8 1TH
Job Family: / Professional & Administrative Services /Grade: / E / Salary range: / £20,411 – £22,876 pro rata
Hours of work: / 17.5 hours per week / Contract type: / 12 months fixed-term contract
Work pattern: / Core hours flexible. Very occasional early evening commitments. Exact pattern to be agreed / Vacancy Reference Number:SUPP103744
1.1Main Job Purpose
To provide administrative support to the GW4 Senior Programme Manager, the GW4 PGR Partnerships Coordinator, the GW4 PGR working group, the GW4 Directorate, and colleagues in RED and the Bristol Doctoral College to ensure the planning and smooth running of associated activities and events for the GW4 Alliance. Act as the first point of contact for enquiries and take responsibility for areas of work as specified and under the guidance of the GW4 Senior Programme Manager and GW4 PGR Partnerships Coordinator.
1.2Main Statement of Responsibilities
Analysis, Reporting and Documentation
Undertake database/spreadsheet entry activities, ensuring that the information is entered in a timely and accurate fashion, liaising with relevant staff across the GW4 Universities as necessary to acquire the data or make it accessible to others.
Maintain accurate records for a range of activities and events, providing information required to deliver these services. Responsibility for ensuring an up to date archive of documents and reports is available to GW4 staff and working group members. Responsible for general maintenance of data input via a number of databases and University systems and dealing with simple user queries.
Maintain and/or develop PGR information and resources on the GW4 Portal (SharePoint).
Amalgamate paperwork, including the production of indexes and contents lists, and maintain records for events and other activities.
Produce standard reports as requested for reporting and review purposes.
Provide administrative support for internal meetings, producing agendas and minutes and circulating relevant documents.
Maintain filing systems and webpages, ensuring the content is accurate and up to date, as required.
Maintaining relevant databases, distributing and collating documents, and formatting data for reporting purposes.
Gather and format information to inform planning and reporting of GW4 PGR activities.
Handle confidential data/documents (e.g. information in databases and reports), extracting, filing and/or photocopying with due care and attention to the transfer and/or storage of such information in ways that comply with data protection.
Customer Services & Support
Act as a first point of contact and handle basic GW4 PGR enquiries; dealing with routine enquiries in person, by email or on the telephone; delivering messages in a professional and efficient manner; referring as appropriate to GW4, Bristol Doctoral College or RED Colleagues any key issues that may require further investigation.
Assist with communications such as creating, printing and collating mailshots and other letters. Draft communications for events and marketing materials. Send electronic materials to participants prior to and after events.
Undertake general administrative activities to ensure the smooth operation of the team by arranging meetings, filing documentation, and assisting colleagues with tasks such as producing clearly defined documents or letters.
Assist in the provision of an appropriate suite of guides and/or workshops/training events to support the work of the team by collating information and/or providing logistical support (booking venues, managing attendance and equipment).
Contribute to the production of quality GW4 related materials for staff and students in the GW4 Universities, either in printed form or via the website to ensure all relevant information is up-to-date and accessible.
Attend GW4 working group, team and project meetings and take notes as appropriate.
Planning & Organising
Process all incoming and outgoing queries.
Coordinate the day-to-day administration of meetings and events. Liaise with trainers and venues, organise catering, prepare hand-outs, help with and coordinate presentations, send confirmation emails and joining instructions to attendees or delegates, and book car parking for attendees.
Liaise with Finance regarding payment for speakers, facilitators, and training providers. Raise requisitions and process invoices and expense claims from speakers, facilitators, training providers and event attendees using Proactis, and update budget spreadsheets appropriately, liaising with the GW4 PGR Partnerships Coordinator. Process expense claims for the relevant GW4 PGR group members.
Assist with the coordination, set-up, and running of GW4 event and activities. Set up equipment and rooms for GW4 events, training and meetings. This involves meeting and running through event arrangements with speakers, trainers, and facilitators on the day of the event.
Provide administrative support to the GW4 Senior Programme manager and the GW4 PGR Partnerships Coordinator, such as diary management (e.g. responding on and polling for availability), booking travel and ordering resources (e.g. stationery, catering).
Undertake any other GW4 PGR related tasks as required by the GW4 Senior Programme Manager and GW4 PGR Partnerships Coordinator.
Provide support for the administration and organisation of the key work of the GW4 PGR working group by taking responsibility for administering a number of core activities. Organise GW4 workinggroup meetings and events in members’ calendars where appropriate (e.g. group and team meetings, staff reviews, 1:1s etc.).
Organise own day-to-day work to meet clear objectives as directed by line manager.
Liaison
Communicate with internal and Alliance universities staff, GW4 group members at Alliance universities, and external contacts and venues regarding all logistics for GW4 PGR activities, events, and meetings.
Liaise and network with other professional service delivery teams to ensure effective and timely delivery of services for the PGR group.
Decision Making
Independence and initiative will be required on a day-to-day basis within the administration of events to make decisions within clear parameters.
Prioritise own work activities responding to the line manager’s and the team’s requirements and timescales.
When advising staff and students on queries, decide when to refer queries to senior staff as appropriate.
Problem Solving
Deal with routine queries and issues, solving problems on a day-to-day basis and referring more complex issues to another team member as necessary.
Solve problems that recur on a routine basis, drawing upon readily available materials and own experience for solutions.
Continuous Improvement
Relay customer feedback and comments, and contribute to proposals for improvements to current working practices.
Keep skills up to date and develop competence through learning from colleagues and/or gaining experience of a range of work.
Seek to improve knowledge and understanding of the work and processes across the team.
People Management
Co-operate with and offer mutual support to colleagues in a team/work unit, adopting a flexible approach to delivering work objectives.
1.3Relationships
Line manager: GW4 PGR Partnerships Coordinator
Line manager to (where appropriate): N/A
1.4Organisation Charts
University of Bristol Organisation Chart
1.5Job Hazards/Safety Critical Duties (Pre-employment health screening)
(Please refer to the guidance notes at:)
Not applicable.
2PERSON SPECIFICATION
2.1Relevant Experience, Skills and Knowledge
Essential
- Good working knowledge of Microsoft Office, e-mail and the web
- Good written and verbal communication skills, including good standard of grammar and spelling Ability to successfully précis relevant information
- Ability to find and collate information from the world wide web
- Excellent numeracy and literacy, with the ability to handle basic statistical and other data management
- Proven attention to detail and accuracy
- Proven ability to work effectively and efficiently both when alone and in a team, establishing good working relationships
- Good organisational and problem solving skills
- Proven ability to organise and prioritise own work tasks
- Competent keyboard skills/word processing skills
- Experience using basic functionalities of databases and spreadsheets
- Experience of operating common office equipment
- Customer service experience
- Previous experience working in a busy office environment
Desirable
•Experience using the Microsoft Office Suite (including SharePoint)
•Experience using Proactis
•Experience using CMS for websites
•Knowledge of set-up of presentation equipment (projectors, laptops etc.)
•Experience of working in a similar role in a training function
•Experience of working with a diverse range of colleagues within a large and complex organisation
•Understanding of the organisation and the work of RED and/or Bristol Doctoral College
•Event support experience
2.2Relevant Qualifications
Essential
- Good standard of education evidenced by A-levels or equivalent, plus previous work experience in a relevant role
Desirable
- Administrative/secretarial training or qualification
- NVQ level 2-3 in Business Administration, or equivalent, plus some experience in a relevant role
2.3Communication and Interpersonal Skills
Essential
- Team player with the ability to work well with others
- Personable with a good telephone and e-mail manner
- Helpful and courteous approach to colleagues, staff and other customers
- Demonstrable customer focus and a positive, pro-active approach
Desirable
2.4Additional Criteria
Essential
- Should be self-motivated, enthusiastic, and committed to the success of the office
- Flexible and adaptable approach to the role
Desirable
- Ability to attend occasional meetings/events at one of the partner institutions
- Ability to occasionally swap working days in order to attend events
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