RECRUITMENT ROLE PROFILE FORM
Job Title: Russell Group Universities’ Fair Access Project Assistant
School/Department: Registrar’s Department, Widening Participation Team
Salary: £17,039 - £20,198 per annum (pro rata) depending on skills and experience. Salary progression beyond this scale is subject to performance
Job Family and Level: Administrative, Professional & Managerial Level 2
Contract Status: This post will be offered on a fixed term basis to December 2016
Hours of Work: 36.25 hours per week, full-time
Location: King’s Meadow Campus
Reporting to: Russell Group Fair Access Project Manager
The purpose of the new role:
The Project Assistant will contribute administrative support to the delivery of the Russell Group Fair Access Project. The project aims to facilitate the progression of students from less advantaged areas to selective universities through the development and implementation of teacher CPD.
The post holder will work with the Project Manager, assisting in the development and successful delivery of a range of resources provided via an online portal and as a part of inset day provision. The Project Assistant will also be involved with the planning, development and delivery of the Russell Group biennial teachers’ conference along with a virtual fair that will extend the reach of this event.
Main Responsibilities / % time per year1. / Contribute to the clear and consistent communication with teachers, advisers, university staff, local network staff and other stakeholders by:
a. Being the first point of contact for queries via telephone and email
b. Developing and accurately maintaining a contacts database
c. Assisting in consultation with teachers and university staff
d. Working in accordance with the requirements of the Data Protection Act for example, when maintaining databases of teacher contacts. / 20%
2. / Assisting with the consultation and evaluation of the project by:
a. Collating and processing large amounts of data, for example from consultation sessions, online platform registrations and event feedback forms
b. Supporting the Project Manager and external evaluation and monitoring partners in implementing evaluation measures
c. Assisting with monitoring processes to analyse the uptake of resources and services by target schools. / 20%
3. / Contribute to the delivery and promotion of resources via an online portal, promotional website and ‘virtual fair’ by:
a. Compiling a range of resources and liaising with partner universities to elicit contributions
b. Monitoring Portal sign ups and dealing with related enquiries
c. Maintaining and uploading content to the website or portal as required, undertaking regular reviews of content
d. Delivering mail outs and e-newsletter and fielding responses
e. Supporting the implementation of a promotional campaign to recruit teachers to the ‘virtual fair’ and encourage their use of online resources. / 20%
4. / Providing support for meetings, events and on the ground activities by:
a. Proactively corresponding with attendees and being the first point of contact for enquiries
b. Maintaining records of relevant attendee information accurately and in accordance with the requirements of the Data Protection Act
c. Arranging meetings with staff across universities and external organisations
d. Liaising with staff internally and in other universities over operational arrangements
e. Preparing and supporting specific components of events as requested
f. Taking and distributing minutes of meetings as required
g. Making travel and accommodation reservations when necessary
h. Attending events/activities to provide support as required to colleagues, partner organisations and visiting teachers for example. / 20%
5. / Working to accurately administer the operating budget. This includes:
a. Producing regular financial reports
b. Purchasing goods and services through the accounts package Agresso, via SciQuest and other methods
c. Ensuring all purchases are processed in accordance with University procedures
d. Highlighting any significant deviations from the budget
e. Promptly attending to any requests for financial information. / 15%
6. / Providing general administrative duties for the project and carrying out any other duties appropriate to the role and level as required by the Project Manager and Project Steering Group. / 5%
Knowledge, Skills, Qualifications & Experience
Essential / DesirableQualifications/
Education / · A Level or equivalent or proven track record and experience in a relevant role
Experience / · Experience in an administrative role
· Experience of working in an office environment
· Experience of working in a customer focussed environment
· Experience of managing a busy and diverse workload / · Experience of working in a higher education context
· Experience of working with schools and colleges
Knowledge/Skills/Training / · Excellent interpersonal and customer service skills
· Excellent written and verbal communication skills
· Excellent organisational and time management skills
· Demonstrable ability to prioritise workloads
· Excellent IT skills including MS Office
· Ability to respond to a range of queries and refer on as appropriate
· Excellent team working skills / · Track record in administering operational budgets and monitoring and reporting on financial information
· Working knowledge of Agresso and SciQuest
· Knowledge and skills in operating financial accounts and purchasing systems and packages
· Knowledge of the British Education System
· Understanding of the aims of Widening Participation and current, related government policy
· Understanding of the Data Protection Act
Other / · Ability to take direction and work on own initiative as required
· Accuracy and attention to detail
Decision Making
i) taken independently by the role holder
· Organising own workload and prioritising tasks· Carrying out day to day operational elements of the role on own initiative
ii) taken in collaboration with others
· Decisions on joint areas of work either with the Project Manager or other members of the Steering Group as appropriate· Decisions on how to deal with problems reported by participants
iii) referred to the appropriate line manager by the role holder
· The development of, or changes to, external communications including mail outs and resources· Allocation of budgeting
· Enquiries from the media, or other requests for public statements
· Enquiries about matters beyond agreed operational plans
· Disciplinary issues or grievances
· Matters of University of Nottingham or Russell Group protocol.
Scope of the Role
This is an office based role that provides organisational support to a project with a fixed timescale, for which meeting deadlines is important.The project is a joint initiative across Russell Group universities, based at the University of Nottingham. The project involves Heads of Widening Participation at Russell Group universities and reports to a steering group.
The post holder will be required to liaise proactively with stakeholders, including a range of university staff and teachers, to ensure that the project reflects the overall agreed aims and decisions of the steering group.
Additional Information
The role and Project will be guided by a steering group, and formal plans will be subject to approval by the steering group. For day-to-day matters the role will report to the Project Manager.
It is envisaged that the Project’s planned teacher development activity will support the work of national teaching organisations in establishing guidelines for teachers to support university progression within their schools. This project will also complement the work of the National Networks for Collaborative Outreach.
The person appointed may be expected occasionally to work evenings and/or to travel to other locations across the UK, which may require overnight stays.
Because of the nature of the work for which you are applying, this post is exempted from the provisions of Section 4 (2) of the Rehabilitation of Offenders Act 1974 by virtue of the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.
Candidates are therefore, not entitled to withhold information about convictions, which for other purposes are “spent” under the provisions of the Act, and in the event of employment any failure to disclose such convictions could result in dismissal or disciplinary action by the University. Any information given will be strictly confidential and will be considered only in relation to an application for positions to which the Order applies.
Informal enquiries may be addressed to:
Rebecca Clark, tel: 0115 8467717, email:
Please note that applications sent directly to this email addresses will not be accepted.