Administrative Co-ordinator to Pro Vice-Chancellor & Dean of Education

Transcription

1 It is important to note that this job description is a guide to the work you will initially be required to undertake. It may be changed from time to time to meet changing circumstances. It does not form part of your contract of employment. Job Description for the post of: Administration Assistant Dean s Office EHA Responsible to: Accountable to: Administrative Co-ordinator to Pro Vice-Chancellor & Dean of Education Pro Vice-Chancellor & Dean of Education The post is located within the Faculty of Education Dean s Office administrative support team. Although each member of the Education support team has specific duties, postholders are expected to adopt a flexible approach to the diverse demands made upon the Faculty s support staff and have a can do attitude. The postholder will provide a range of administrative support for the Dean s Office taking responsibility for supporting a number of key administrative processes. The postholder will adopt a flexible approach to their work by assisting the Administrative Co-ordinator to the Pro Vice-Chancellor to ensure that the administration for the area is undertaken efficiently and effectively by providing assistance across the team when appropriate. Main Duties 1. Responsibility for recording, scanning and maintaining Faculty records, including annual leave request, staff probations, performance reviews, absence documents, staff expenses, staff development forms and Associate Tutor contracts. 2. Providing general administrative support to the Dean of Education and Associate Dean such as printing, recording of post and providing hospitality to meetings. 3. Organising and processing mail outs to key Faculty partners.

2 4. Requesting and recording of job request with FM such as hospitality requests, room bookings, key requests and FM job requests. 5. Ensuring Faculty staff records are up to date including the updating of office name plates 6. Providing support to the Executive Officer to PVC in the production of news reports and updating of Health and Safety records. 7. Managing the Faculty employability mailbox and dealing with any enquires appropriately. 8. Processing student travel claims and liaising with students with regards to any queries linked to travel claims. 9. Providing support when necessary to the Partnership Finance Officer in reviewing and checking student travel claims during peak periods. 10. Providing support for the data entry of Associate Tutor contracts and filing electronically confirmations of Associate Tutor contracts. 11. Provide administrative support for any new developments that may arise. 12. Provide cover for the Faculty Information Desk when required 13. Ensure that the Dean s office and the Dean of Faculty s reception area are kept tidy, presentable and organised at all times. 14. Maintaining a customer-centered outlook at all times by demonstrating professionalism and excellent customer service in dealing with all customers of the Faculty. 15. Deal sensitively with enquiries from trainees, students, staff and members of the public. 16. Respond positively to changing circumstances that may lead to a mutually agreed re-definition of the role. 17. Support Edge Hill University s Equal Opportunities Policy. 18. Any other duties deemed appropriate by the Administrative Co-ordinator to Pro Vice- Chancellor (or representative) and commensurate with the level of the post. In addition to the above duties all staff are required to: a) Participate in Edge Hill s Performance Review scheme.

3 b) Respect confidentiality. Confidential information should be kept in confidence and not released to unauthorised persons. c) Comply with legislation and adhere to Edge Hill s policies and procedures and attend appropriate training as required, including Health and Safety. d) Manage and enhance their own personal performance. e) Participate in work-related training and staff development. Hours of work: Scale: 12 hours per week, over 3 days (flexible) Grade 2 16,983-18,777 pro rata Candidates should note that shortlisting will be based on information provided on the application form with regard to the applicant s ability to meet the criteria outlined in the Person Specification attached.

4 Person Specification - Administration Assistant Dean s Office EHA Criteria: Applicants should provide evidence of their ability to meet the following criteria: Qualifications 1 A level qualification (or equivalent), or relevant work experience Experience and Knowledge 2 Experienced in the use of database, word processing and spreadsheets for administration services 3 Previous successful and effective experience in an administrative role 4 Previous experience of working in the Higher Education Sector Abilities/Skills 5 Able to work on own initiative and problem solve 6 Strong organisational and prioritising skills to enable you to work effectively under pressure to meet deadlines in a busy office environment 7 A flexible, positive and reliable approach to work allowing you to build relationships that enable you to effectively work as part of a team as well as independently Essential Desirable *Method of assessment (I/A/T/P) * A * A / I / T 8 Excellent communication skills both oral and written which enable you to deliver fantastic customer care 9 Able to maintain total confidentiality Personal and Professional Development

5 10 Evidence of reflection and engagement in Professional Development to enhance own skills and knowledge Other 11 An awareness and understanding of Inclusion, Equality and Diversity in the workplace *Method of Assessment (I-Interview, A-Application, T-Test, P-Presentation) Please note that applications will be assessed against the Person Specification using this criteria.