Job Title: TLD Administration Assistant

THE UNIVERSITY OF NOTTINGHAM
Recruitment Role Profile Form

School/Department: Teaching and Learning Directorate

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 and Managerial Level 2

Contract Status: Permanent

Hours of Work: Full-time (36.25 hours per week)

Location: University Park Campus

Reporting to: Head of Teaching Enhancement

Purpose of the New Role:

The purpose of the role is to assist in the administration and financial management of the Directorate by providing support to Directorate staff and academic colleagues efficiently and to a high standard.

Main Responsibilities / % time per year
1. / Accountable for creating and processing orders for the Directorate via the Agresso finance system and Sciquest, and distributing these orders to suppliers by appropriate means. Accuracy and attention to detail is very important to ensure the purchasing requirements of staff are met promptly to enable them to carry out TLD work. Respond to changes in requirements by amending orders, consulting with staff and external suppliers as required. Administer all quotations and purchasing forms to support University purchasing regulations. Maintain records of all orders. / 20%
2. / Receive and respond to queries from within the University and from suppliers and external contacts to provide advice, resolve simple queries and direct complex queries to the appropriate colleagues to ensure a prompt, efficient and reliable service. / 20%
3. / Maintaining effective procedures and processes for information sharing between TLD and associated colleagues, including oversight of the structure and user access to the shared drive and other relevant IT systems and management of TLD-owned room bookings. / 10%
4. / Arrange and service meetings including co-ordinating diaries of Directorate and academic colleagues, compiling agendas, taking notes, producing meeting minutes, action points, or informal records as required. / 10%
5. / Organise conference registrations, travel and hotel accommodation for staff. Administer staff holiday, issuing of department keys and maintain databases to store information relevant to meet various School/University reporting requirements. Compose letters, emails and faxes to communicate information or liaise with internal and external contacts. / 10%
6. / Provide support for TLD event organisation including identifying and booking appropriate rooms, ordering catering, generating notifications and confirmations for participants as required, supporting registration processes as necessary. Contribute to the design of user-friendly efficient processes and implement them to a high standard of service. / 10%
7. / Organise office activities such as checking, processing all types of forms (expenses, quotations, delivery notes, etc), sending to relevant parts of the University, and then filing the documents to ensure easy access for queries. Maintain office supplies. Review and adjust office procedures to improve office effectiveness. / 10%
8. / Provide general administrative support to TLD staff in pursuit of their activities, including activities such as locating information, circulating evaluations and arranging student focus groups. / 10%
9. / Any other duties appropriate to the grade and role

Knowledge, Skills, Qualifications & Experience

Essential / Desirable
Qualifications/ Education / Vocational qualification (NVQ2 Administration with Secretarial Skills) or equivalent and experience of an office/administrative environment or
Considerable work experience in relevant role. / Advanced typing/secretarial skills – audio/shorthand.
Skills/Training / Extensive IT knowledge (MS Office, email)
Excellent oral and written communication skills
Ability to build working relationships within the Directorate, University and external suppliers
Experience of planning own work activities in response to differing needs of the School and deadlines / Preferably experience of using Sciquest and Agresso
Experience / Ability to work independently to resolve complex internal and external queries and to provide and maintain a high level of customer service whilst working to deadlines.
Accuracy, reliability and willing and adaptable to learn new skills and procedures as required by changing University procedures and legislation
Broad experience of manual processes. / Working in the HE context, liaising with academic colleagues.
Statutory/Legal / Awareness of University procedures and relevant legislation.

Decision Making

i) taken independently by the role holder

· All office administration
· Approval of purchase orders <£1,000
· Resolving complex queries
· Placing orders and using the University Purchasing card for ‘one off’ transactions
· Amending orders to rectify any problems, pass invoices and reduce future queries and financial housekeeping
· Develop and maintain spreadsheets to match data and reporting required
· Prepare and prioritise work activities within the School office
· Ensure order information is correct for projects used

ii) taken in collaboration with others

· Amendments to orders in collaboration with senior staff and suppliers
· Appropriate travel arrangements
· Suitable event arrangements
· Some invoice queries if additional information required

iii) referred to the line manager by the role holder

· Approval of orders >£1,000
· Approval of credit card transactions on a monthly basis

Additional Information

The University of Nottingham strongly endorses Athena Swan principles, with commitment from all levels of the organisation in furthering women’s careers. It is our mission to ensure equal opportunity, best working practices and fair policies for all.
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