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Administrator

An experienced and committed administrator is required to support the Quality and Educational Development (QED) team.

We are seeking a proactive, flexible and enthusiastic colleague to cover an extensive range of administrative tasks.

General administrative duties, to include finance and purchasing, maintenance of databases, and processing of correspondence, as well as supporting a range of meetings and project activity, will form the majority of a day’s work. The postholder can expect to be working on a variety of themes and workstreams in a busy and interesting environment.

This role will involve liaison with colleagues across the whole University, and some external contacts. There will be particular responsibilities associated with, for example, external examiners, partner organisations, and student surveys of various kinds. It offers opportunities for those with relevant skills and self-motivation to develop or progress a career in HE administration. With effective and enthusiastic support, the QED teams will be able to deliver on current workload and projects, specifically around quality processes and enhancing the student experience.

Informal enquiries about the post are welcome, contact Teresa Nahajski, Senior Quality Officer (email t.nahajski@worc.ac.uk, tel 01905 855001).

Closing date: Tuesday 17 Jan 2017

Reference number: AQU1603 - 3159

Job details

Job details

Salary
Band 4 £ 18,411 - £20,624 a year, with opportunity to progress to £21,842 a year
Hours
Full time, 37 hours a week
Start
As soon as possible
Duration
Permanent
Responsible to
Senior Quality Officer
Responsible for
N/A
Interview date
Interviews to be held on Friday 27th January 2017

Background

Background

The Directorate of Quality and Educational Development (QED) comprises two main sections, the Academic Quality Unit and Education Development Unit. The postholder will report to the Senior Quality Officer.

The QED teams take the lead across the institution in developing quality systems and educational development of learning and teaching, thereby enhancing the experience for all of the University’s students.

Main duties

Main duties

1. To provide pro-active and professional general administrative support as and when required for a range of activities across Quality and Educational Development, to include support for team members and other UW colleagues working closely with QED (eg on special projects or secondments).

2. To set up and also maintain and update established records and databases to ensure accurate records are always available. To analyse such data and provide reports as and when required (regular and ad hoc reporting). Reports to be formatted and presented to high standards of accuracy.

3. To set up meetings/events to suit all required participants including internal and external liaison. This will involve agreeing dates; organising room bookings and catering; advertising of events etc.

4. To act as Secretary of meetings/events – compiling and distributing agendas and associated papers, taking accurate notes and producing minutes of the meeting; follow-up administration; dealing with any evaluation or feedback on events.

5. To liaise with Institutes in respect of meetings and reviews etc to ensure timely receipt of documentation and feedback; collating documentation and producing contextual paperwork.

6. To assist in the development and maintenance of any new systems and ways of working as agreed across the team; and to maintain filing/retrieving of documents already in operation.

7. To set up, produce and distribute reports from surveys associated with the work of QED.

8. In accordance with the University’s financial procedures (training provided), to raise and receipt orders, process expense claims, organise travel arrangements for the team, make conference bookings etc, maintain appropriate records.

9. To respond to and action as appropriate all general queries: face to face enquiries; phone; email.

10. To maintain, when required, a watching brief on the QED and partner webpages, advising on currency, accessibility, and content as appropriate. To update QED team webpages as directed (training available).

11. To undertake other duties from time to time commensurate with the grade of the post.

*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training.

*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students.

*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.

Person specification

Person specification

Please provide evidence of how you meet each of the essential criteria.

Essential criteria:

1. Full IT competence – experience of using Microsoft packages – Word, Excel and Outlook.

2. Good attention to detail and accurate record keeping.

3. Experience of organising and supporting meetings and events, including taking and production of minutes/notes.

4. Good organisational and prioritising skills with the ability to work to deadlines, keeping calm under pressure.

5. Excellent communication skills, both oral and written, including the ability to act with tact and diplomacy; observe confidentiality; and facilitate progress in a professional manner.

6. A flexible approach to work and willingness to support colleagues/team members and to be an active team member.

7. Ability to collate, consider and summarise varied information sets.

8. Experience and ability in the interpretation of processes and principles and the skills to convey these effectively to a range of audiences.

Desirable criteria:

1. Experience of updating and using webpages.

2. Knowledge of Higher Education and Further Education. 3. Prior knowledge of Quality Assurance systems, particularly in relation to Higher Education.

Applications from Non EEA Workers: Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction. Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at www.gov.uk/browse/visas-immigration.

Visit www.naric.org.uk/visasandnationality for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.

Unspent convictions, cautions and bind-overs

The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.

In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.

This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.

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