Recruitment Role Profile Form
Job Title: School Administrator
School/Department: Biosciences
Salary: £17,039 to £20,198 per annum depending on skills and experience. Salary progression beyond this point is subject to performance.
Job Family and Level: APM Level 2
Contract Status: Fixed-Term Contract to 31 July 2016
Hours of Work: Full-time
Location: Sutton Bonington Campus
Reporting to: Senior Administration Manager
This fixed-term post is to cover a short term requirement during a period of restructuring and will therefore cease at the contract end date 31 July 2016.
Purpose of the Role:
The role holder will work as part of a team of 4 four administrators in the division of Food Sciences to support the Academic, research and technical staff with all of their administrative requirements.
The duties will include servicing meetings to booking travel, catering and arranging visitor parking permits and catering requirements.
Main Responsibilities / % time per year1. / To provide key administrative support to the Academics primarily within the Division of Food Sciences including:
· Arranging meetings involving room bookings via Outlook, meeting preparation and minute taking, catering requirements, parking permits for visitors.
· Ensuring that all visitors to the School and division are met and taken to the appropriate meeting room/Academic and that any parking permit requests are made correctly and timely.
· Use a University Purchase Card involving travel and stationery requirements. Ensuring records are retained for audit and reconciliation purposes.
· Organise post and courier requirements for the building. Involving University post team, DHL/UPS/ParcelForce requirements.
· Maintain the Building Photoboard of staff and students.
· Provide photocopier champion support to all in the building.
· Responsible for purchasing stationery for the division using Agresso/SciQuest P2P on-line system.
· To maintain the database on annual leave for division once leave has been authorised. / 45%
2. / To provide support for students, academics and research staff travel requirements including:
· Assisting with booking flights through the University AMEX system.
· Make the necessary car hire, taxi, coach and rail bookings.
· Using a University Purchase Card and retain records for audit and reconciliation purposes. / 25%
3. / To assist with divisional summer school, conference and large meeting requirements including:
· Travel arrangements.
· Hotel requirements.
· Itinerary
· Catering requirements.
· Conference materials.
· Parking requirements. / 5%
4. / To support the Postgraduate Administrator with their teaching administration for all student requirements including:
· Moodle updates.
· Minute taking for the external examiners meetings twice a year.
· Support the MSc administrative requirements.
· Organise and sort out the minutes for the divisional Teaching meetings four times a year.
· Organise the Food Science Tour.
· Assist with 1 day workshop preparation and on the day. / 10%
5. / There will also be a requirement to provide cover for the PA/Divisional Administrator during any periods of absence. / 5%
6. / To work with the School Operations Manager and other School Administrative teams as and when required to cover for absence, busy times, etc. / 5%
7. / Any other duties and tasks as required for the level of the post. / 5%
Knowledge, Skills, Qualifications & Experience
Essential / DesirableQualifications/ Education / 5 GCSE’s at Grade C or above in English and Mathematics (or equivalent qualifications or experience).
NVQ level 3 in Business Administration, or equivalent, plus some experience in a relevant role.
Skills/Training / Extensive IT knowledge, in particular Microsoft Office to include, outlook, word, excel.
Ability to work individually and as part of a team.
Experience of planning own work activities in response to differing needs of the School and deadlines.
Ability to build working relationships within the team, School and wider University.
Meticulously organised with the ability of managing multiple requests simultaneously.
Self- motivated demonstrated through driver to meet challenging business targets and progress own development.
Ability to adapt to and learn new applications.
Ability to work in a methodical and organised manner with attention to detail.
Ability to recognise and identify errors or issues of concern and resolve or raise them with the team. / Database experience.
Experience of using the University of Nottingham’s systems e.g. Saturn, Workspace, Agresso/SciQuest.
Experience / Excellent interpersonal and communication skills, both written and verbal.
Considerable experience of working as an administrator.
Accuracy, reliability and willing and adaptable to learn new skills and procedures as required by changing University procedures and legislation. / Experience of working within a Higher Education/Research environment.
Statutory/Legal / Awareness of University procedures and relevant legislation.
Decision Making
i) taken independently by the role holder
· Individual process ownership and decision making within agreed policies and process.· Planning and prioritisation of own workload.
· Responding to routine and non-routine enquiries.
· Answering any queries where information is known to the role holder.
· Changing/amending/updating records in accordance with information received.
ii) taken in collaboration with others
· Planning of longer term deliverables in conjunction with the PA/Administrator and line manager.· Decisions outside of agreed policies and process.
· Answering queries where more specialist information is required.
· Prioritising of workload at busy periods.
iii) referred to the appropriate line manager (please name) by the role holder
· Escalation of more complex, less routine issues to line manager.Additional Information
The role holder will be primarily based within the Division of Food Sciences but could be asked to provide support to other areas within the School where urgent administrative support is required.Please quote ref: SCI/338115.
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