NARG5056 Admin Assistant 0.5 Part Time

7/27/2019 NARG5056 Admin Assistant 0.5 Part Time

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JOB DESCRIPTION

ADMINISTRATION ASSISTANT CATS REGISTRY

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Details

Job Title:Administrative Assistant (0.5 FTE)

Department: CATS Registry

Job Reports To: Faculty Manager (Creative Arts, Technologies and Science)

Location: C101

Post Number: NARG5056

Pay Point: Grade 4 18,005

Context

To ensure the smooth and efficient running of the Faculty Office and CATS Registry activities by providing anexcellent customer service to students, supporting their retention; delivering a highly professional response toall other clients, as a first point of contact; and implementing extensive operational administrative support andinfrastructure management for the Faculty and the team.

Key Elements (please tick as appropriate)

1. This post has MANAGEMENT RESPONSIBILITY YES NO x

2. This job requires SAFEGUARDING YES NO x

3. This is a KEY POST (i.e. must have nominated deputy) YES NO x


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Principal Accountabilities

1. To provide a broad-based administrative service to the Faculty, to students, external clients, and otherinternal customers. The role requires clear and accurate information to be communicated orally and in writing

on a daily basis, in both informal and formal situations as queries are received in person, via telephone calls,emails, and letters from current and prospective students (Home/EU and international). Additionally, there is acontinuous stream of enquiries from external organizations, institutions and professional colleagues; and a widerange of staff within the University. There will be a need to manage, convey forward, and/or deliver informationin a timely and consistent manner, and undertake follow-up actions. Written communication skills are vital, asthere is a daily requirement to produce general correspondence, bespoke letters, student references and lettersof confirmation for funding organizations.

2. To help manage Faculty infrastructure services such as receipt and distribution of goods, mail sorting,delivery and retrieval of key information such as student questionnaires and staff journals is a daily requirement

and is vital to the continuous good management of the Faculty operation. To do this, the postholder must work

independently and effectively to meet deadlines and priorities, within clear boundaries, without day-to-daymanagerial supervision. The postholder will also be required to book rooms and refreshments for meetings aspermitted through university financial regulations. Organisation and maintenance of student files, includingannual rollover and archiving is part of the teams work. The purchasing function is significant and this is anongoing activity for the team covering the ordering and reconciliation of goods and services purchasing itselfis shared among team members. The Role Holder is required to organise and prioritise tasks to a given workplan within allocated resources. Generally, work will be delegated to the Role Holder by the Head and the RoleHolder is then required to manage the schedule for its implementation.

3. To work as a member of a team is essential to ensure problems are resolved promptly and efficiently. Therole holder will work in a team to provide mutual operational cover as required and ensure that the service to allcustomers is maintained during absences and times of particular pressure. The team will provide the front-of-house service for students referred through to the Faculty office and for email, telephone and other enquiries.

Use of SID online is also essential to deal with regular student queries.

4. Duties may include acting as minutes secretary on a rota for Registry staff meetings, and to offer back-upsupport for events. The Role Holder is required to establish the basic facts in situations which require furtherinvestigation and inform others if necessary.(For example, exploring solutions with the academic staff, the International Office or Admissions for individualproblems; logging of IT or Health and Safety problems with the help desk).

5. The role holder will meet regularly with students requiring information and advice, instigate onward referralas appropriate, and prepare progress reports to be logged on a shared drive for audit and summary purposes.The Role Holder will collaborate with other members of the team including administrators, managers andacademics, and actively contribute to discussions on improvements that can be made to the processes used.participate in regular meetings with the line manager to discuss current processes, and to assist in supporting

improvements in relevant areas. The role holder will also frequently supervise a changing cohort of studentplacements, both co-ordinating work and engendering team spirit; or a trainee or apprentice, as appropriate,setting work priorities, engendering a team sense and encouraging phased increases in levels of responsibility,while observing and recording strengths and weaknesses for motivational and reporting purposes

6. It is essential to develop and maintain good working relationship with all colleagues in the University andexternal stakeholders. The Role Holder is also required to pass on information to others, as requested. TheRole Holder may also be required to participate in networks within the institution or externally in order to pass oninformation promptly; and to keep people informed to ensure co-ordination of effort and that work is doneeffectively. Participation in team meetings, task groups and other networks is important and will be expected.

7. The Role Holder is required to deal with internal or external contacts who ask for service or require

information; create and maintain a consistently professional image of the institution by being responsive andprompt in responding to requests and referring the user to the right person if necessary. Contact typically


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involves routine tasks with set standards or procedures but creative management of service requirements isalso expected, to ensure swift and effective response to each client.

8. To co-ordinate team support provision for registration, graduation and examination cyclical annual eventsand participate in these events as required. A basic level of competence in the use of the student recordsystem (SITS) will also be needed to contribute to key corporate activities such as registration andClearing. Supporting registration, graduation and examination cyclical annual events as part of the Registryservice is compulsory and will draw on a range of administrative and customer service skills.

9. The role requires consistent maintenance of accurate and timely files on all Home and EU students andregular management of the archiving process. These files are critical for audit purposes. In addition, storageand updating of contracts for visiting staff, expense claims and student intern reports are maintained under thisrole. Experience of administration, including electronic and paper-based record keeping is important.Skill in the use of new purchasing software packages (such as Aggresso) will be a training requirement. Therole holder is required to apply working knowledge of theory and practice, sharing this knowledge with others asappropriate; demonstrate continuous specialist development by acquiring relevant skills and competencies.

10. Trouble-shooting to locate and remedy service faults and provider delays are within the remit of this post,including contact with suppliers, introduction of alternative back-up systems as needed and swift resolution ofservice faults to ensure a resumption of support mechanisms as soon as possible. The role holder may beasked to support the work of the Safety Officer in helping with maintenance of the safety audits and riskassessment records for the academic departments, diarise staff to conduct inspections at the required

times according to the safety policy (this activity may be shared with other team member.

11 The Role Holder is required to show sensitivity to those who may need help or, in extreme cases, areshowing signs of obvious distress; initiate appropriate action by involving relevant people e.g. basicunderstanding of students who are expressing anxiety and need further support. The Role Holder will be awareof when situations are more serious and will then involve appropriately skilled people. Confidentiality anddiscretion are pre-requisites of the post.

12. The Role Holder must, above all, be versatile and willing to be committed to the successful operation of theDivision and the Faculty. Reliability and dependability are essential, as are tenacity, a pleasant manner,discretion and the ability to remain calm at times of conflicting priorities. The Role Holder would be ensuringthat the University is held in a positive light by those to which the Role Holder is providing a service.

13. Work with international placement students is also required, with a new cohort joining the Faculty regularly.This includes setting work priorities, engendering a team sense and encouraging phased increases in levels ofresponsibility, while observing and recording strengths and weaknesses for motivational an reporting purposes.

A successful report is needed for students to retain their placement contracts and to be remunerated. Therewill also from time to time be a need to line-manage the work of an apprentice , requiring encouragement andsupervisory duties at a high level to facilitate the apprentices progress in both preparing and completingevidence for an NVQ award and in guiding that staff member to a positive conclusion of the contract.

14. From time to time, the Role Holder may be required to attend sites other than the one at which he/she isnormally located. Travel costs will be covered for these activities and planned transport arrangements will alsobe negotiated

15. The role holder will undertake any other duties appropriate to the grade and competencies as delegated bymanagement.

HERA Competencies

COMMUNICATION

The Role Holder communicates with staff and the public about basic subjects that require little further

explanation. In addition, the Role Holder may also be required to receive, understand and convey informationthat needs more careful explanation or interpretation for others.


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TEAM WORK AND MOTIVATION

The Role Holder is part of a team and I expected to contribute to the teams overall effort.

For example, a team member that takes instructions only. The Role Holder may have no role in either guidingothers or providing more detailed instruction and no role in officially motivating or creating a team spirit.

LIAISON AND NETWORKING

The Role Holder is required to liaise with people using existing procedures. They are also required to pass oninformation to others, as requested. The role holder may also be required to participate in networks within theinstitution or externally in order to pass on information promptly; keep people informed to ensure co-ordinationof effort and that work is done effectively.

For example, a Role Holder who speaks with people from the wider University/people external to the Universityabout basic subjects or to pass on information to other parties/staff. In addition, taking part in ongoingnetworks as a member rather than being either an integral player or the chairman/secretary.

SERVICE DELIVERY

The role holder is required to deal with internal or external contacts who ask for service or require information;create a positive image of the institution by being responsive and prompt in responding to requests andreferring the user to the right person if necessary. Contact is usually initiated by the customer and typicallyinvolves routine tasks with set standards or procedures.

The Role Holder normally only responds to requests and would occasionally investigates user requirements.The Role Holder may have no specific time constraints placed upon them to respond to requests, which arelikely to be basic in their nature. The Role Holder would be ensuring that the University is held in a positivelight by those to which the Role Holder is providing a service.

DECISION MAKING PROCESSES

The Role Holders own decisions have a minor impact on the University.

For example, standard day to day decisions, how best to undertake basic task without referral to a linemanager etc.

PLANNING AND ORGANISING RESOURCES

The Role Holder is required to organise and prioritise their tasks to a given work plan within allocatedresources.

For example, all work is handed do to the Role Holder by the manager and the Role Holder is then required tomanage their own schedule.

INITIATIVE AND PROBLEM SOLVINGThe role holder is required to solve standard day to day problems as they arise; choose between a limitednumber of options which have clear consequences, by following guidelines or referring to what has been donebefore; recognise when a problem should be referred to others. For example, how best to resolve the mostbasic of problems, anything more, being passed to the line manager.

ANALYSIS AND RESEARCH

The Role Holder is required to establish the basic facts in situations which require further investigation andinform others if necessary.

For example, logging of IT or Health and Safety problems with the help desk.

SENSORY AND PHYSICAL DEMANDS

The Role Holder is required to complete basic tasks which either would require either a minimum of instruction


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or light, if any, physical effort

For example, working at a standard computer which would include lifting and carrying items such as foldersetc on a regular basis.

WORK ENVIRONMENT

The Role Holder is required to work in an environment which is relatively stable and has little impact on therole holder or the way in which work is completed.

For example, a stable office environment.

PASTORAL CARE AND WELFARE

The Role Holder is required to show sensitivity to those who may need help or, in extreme cases, are showingsigns of obvious distress; initiate appropriate action by involving relevant people.

For example, basic low level understanding of staff who are disgruntled. The Role Holder will be aware ofwhen situations are more serious and will then involve appropriately skilled people.

TEAM DEVELOPMENT

The role holder is required to advise or guide staff working in the same role or unit on standard information orprocedures.

TEACHING AND LEARNING SUPPORT

The role holder is required to provide standard information or deliver teaching or training to introduce studentsor others who are new to the area to standard information or procedures.

For example, local, informal induction.

KNOWLEDGE AND EXPERIENCE

The role holder is required to apply working knowledge of theory and practice, sharing this knowledge withothers as appropriate; demonstrate continuous specialist development by acquiring relevant skills andcompetencies.


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Person Specification

Essential Criteria Desirable Criteria Evidence

(Indicate were evidence will beassessed from )

Qualifications GCSE or equivalent - Application Form

Presentation

Interview

Knowledge

General office administration and basic IT packages

Excellent written and spoken English

Knowledge of administration within theHigher Education sector

Knowledge of MS Office (word, exceland powerpoint), databases, email,internet, SITS and Aggresso.

Application Form

Presentation

Interview

Experience

Administrative experience

Customer service experience

Experience of note taking

The proven ability to work with studentsand academic staff and achieve results.

Proven staff management

Application Form

Presentation

Interview

Skills/abilities/

competencies

Good record-keeping skillsExcellent administrative skills and ability to organize work todeadlinesAble to work both independently and as part of a teamHigh degree of accuracy and the ability to pay close attentionto detailProblem-solving skillsExcellent verbal and written communication skills including theability to interact with people at all levels with a sense ofabsolute tact and discretionUnderstanding of and commitment to the student experiencecustomer support ethos

Purchasing skills; project management Application Form

Presentation

Interview

Personal

Attributes

Ability to work as an effective member of a team, and toexercise initiative as appropriate.Flexible and adaptable working approachAble to anticipate and resolve problems and develop goodworking relationships with other teams.Commitment to ongoing professional and personaldevelopment

Ability to reflect on performance andapply critical self-assessment

Application Form

Presentation

Interview


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Equality Statement

The University of Bedfordshire is fully committed to the principles of equality in all its actions. Members of the

Universitys community are expected to respect and value individuality, differences and diversity; and work with

others in an inclusive and consultative manner. A commitment to equality of opportunity for all individuals

irrespective of their age, belief, disability, gender, race, religion or sexual orientation is at the core of what we do

and members of the community must actively promote a positive non-discriminatory work and learning

environment for fellow staff and students. Employees should demonstrate an understanding of the Universitys

commitments to equality and diversity as an integral part of the universitys core values and be able to identify

and challenge discrimination, harassment, prejudice and inappropriate behaviour.

Health & Safety Statement

All employees are required to ensure that all duties and responsibilities are discharged in accordance with the

Universitys Health and Safety (H & S) at Work Policy. They should take reasonable care for their own H & S

and that of others who may be affected by what they do or do not do. Staff should correctly use work items

provided by the University, including personal protective equipment in accordance with training or instructions.

Environmental Statement

Employees must make proper use of any equipment and systems of work provided and take all reasonable

steps to ensure that control measures are properly used. Employees must work with their Line Managers to

ensure that an inventory is retained of all hazardous substances in the office that could be released into the

environment. Employees are expected to identify operations that use significant amounts of energy, with a view

to reducing consumption. This includes identifying operations that use resources, such as paper, and review the

need for the current level of consumption, identifying savings where possible. Employees are expected to

identify waste streams with a view to recycling and reuse, minimising office energy use in heating and lighting.

Briefing

Note: the content of this Job Description does not preclude other work required by the

faculty/department. Details of accountabilities will be discussed at annual reviews.

Date Job Description issued to, discussed with and understood by Post Holder -------------------------------------------

Name of Post Holder: ----------------------------------------------------------------- Signature: ------------------------------------(I confirm I have been briefed on the requirements of this Job Description and other related documents)

Name of immediate Line manager: ------------------------------------------------ Signature: ------------------------------------

(I confirm I have briefed the Post Holder on the requirements of this Job Description and other relateddocuments)

Documents

NARG5056 Admin Assistant 0.5 Part Time