Post Ref:

SE12/12WS

DIRECTORATE OF PLANNING AND ACADEMIC ADMINISTRATION ADMINISTRATIVE ASSISTANT (0.5fte) Job Description School/Ri/Directorate: Responsible to: Responsible for: Grade: Directorate of Planning and Academic Administration Quality Assurance Officer N/A Grade: 4 Incremental Scale: Yes Starting Salary: 17,827 per annum (pro rata) Hours: 0.5% Full Time Equivalent = 18.125 hours to be worked Monday to Friday am only

Role Summary: To provide high quality professional administrative support to the Governance and Quality Assurance teems.

Main Duties and Responsibilities: Work Processes and results To receive and log external examiners reports and send out reminders when deadlines have not been met; to keep a spread-sheet of payments and provide information to finance to ensure examiners are paid. To receive and check in theses, and mail them out to external examiners. To monitor modules that have been submitted for approval through e-vision and to identify and inform the relevant Quality Assurance Officer of any queries or issues related to the approval of the modules. To amend the SCIMS database to record for example, external examiner details, issue standard letters, and make changes to student records (if appropriate) or changes to programme and module information. To receive, copy and collate committee papers in liaison with committee secretaries and to chase late papers. To provide support for the financial administration of the Directorate, for example booking travel and oversee expenses claims from external examiners and members of Council. To undertake basic administrative duties including photocopying, filing and dealing with enquiries from internal and external stakeholders. To draft letters, e-mails and faxes in your own right and on behalf of the Head of Service and other colleagues. To support the preparation of papers and presentations, for example, proof-reading, as well as organising for the printing of material. To provide secretarial support for working groups and informal meetings, including circulating documentation, taking notes and drafting action points. Undertake any other duties that are considered appropriate to the post.

Communication / Documentation Liaise with internal and external stakeholders including external examiners, auditors and council members. Communicate effectively across a wide range of audiences. Ensure confidentiality is maintained at all times.

Personal Development / Performance Demonstrate a commitment to continuing Personal/Professional Development. Ability to observe and define priorities and timetables in the achievement of strategic and operational objectives. Adhere to the University's environmental policy and procedures and seek to promote environmental sustainability within area of responsibility.

Equality, Diversity, Health and Safety and Strategy A strong commitment to the principles and practice of equality and diversity Take reasonable care of the Health and Safety of yourself and that of any other person who may be affected by your acts or omissions at work. Co-operate with Keele University in ensuring as far as is necessary, that Statutory Requirements, Codes of Practice, University Policies and School/Departmental health and safety arrangements are complied with.

This is not intended as an exhaustive list of duties or a restrictive definition of the post but rather should be read as a guide to the main priorities and typical areas of activity of the post-holder These activities are subject to amendment over time as priorities and requirements evolve and as such it may be amended at any time by the line manager following discussion with the post holder. This post is unlikely to meet the relevant criteria to allow the University to issue a Certificate of Sponsorship. Applications from candidates who require a Certificate of Sponsorship to work in the UK will be considered against the requirements as stated in the recruitment documentation. Recruitment decisions will be made in accordance with the UK Borders Agency guidance. Please quote post reference: SE12/12WS Closing date for applications: 11th April 2012 Promoting Equality, Valuing Diversity.

Post Ref:

SE12/12WS

Evidence Key A= Application I = Interview R= References T= Test P= Presentation (or a combination) PERSON SPECIFICATION ADMINISTRATIVE ASSISTANT

Criteria Headings Qualifications/ Education/ Training Experience

Essential 4 GCSEs at Grade c or above, including Mathematics and English or equivalent qualifications or experience. Recent experience of working in a similar administrative capacity / environment. Excellent interpersonal, communication and selforganisational skills. Experience of working under time pressure and as part of a team to meet strict deadlines. Experience of using own knowledge to respond to queries in person and in writing. Competency in use of Microsoft Office package, email and the internet and familiarity with databases. Excellent interpersonal and communication skills, including written and verbal communication. Ability to work independently and prioritise one's own workload. Ability to organise and support meetings including preparation of agendas and other papers. Ability to work accurately with very high attention to detail. Ability to respond to enquiries from a range of stakeholders.

Evidenced by A

Desirable Educated to Alevel/NVQ level 3 or have appropriate work experience. Experience of working in a Higher Education environment. Experience of complying with regulations. Experienced in the use of SCIMS or other student database.

Evidenced by A

A&I

A&I

A, I, T

A&I A&I

A&I

A&I

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Skills/ Aptitudes/ Competences/

A&I A&I A&I A&I

Other

Ability to act professionally at all times Understanding and awareness of confidentiality and its importance Willingness to maintain continuous professional development, undertaking training as required

A&I A&I

A&I

Job packs available: www.keele.ac.uk/jobs, vacancies@keele.ac.uk, Human Resources, Keele University, Staffordshire, ST5 5BG or Fax: 01782 733471. Please quote post reference: SE12/12WS Closing date for applications: 11th April 2012 Promoting Equality, Valuing Diversity