Senior Administrative Assistant; Business Services

Description

Grade:
Grade 5 £ 26,707 - £31,236

Contract Type:
Part time 21 hours per week (0.60 FTE), Open ended

Benefits: 28 days annual leave, increasing to 33 days per year after 5 years service, plus 9 buildings closed days (and Christmas Eve when it falls on a weekday) for all full time staff

A Senior Administrative Assistant (Business Services) is required to support the Head of Operations and Academic staff in the School of Engineering and Physical Sciences.

• Support the Head of Operations enhancing business services across the School (i.e. Projects, HR, Finance, Marketing, and Internal Communications).
• Support the Deputy Executive Dean with School projects.
• Draft, update and improve guidance and other documentation for distribution.
• Resolve day to day issues, to ensure the smooth delivery of business services.
• Ensure that deadlines are met and liaise (where appropriate) to resolve more complex issues.

• Collect, manage and process data relevant to business services.
• Assist in the production of reports: creating, updating, manipulating and summarising data.
• Undertake market research to make recommendations for improving business services locally.
• Produce briefing documents for meetings and events.
• Assist in arranging and actively participate in various meetings, including taking meeting notes and maintaining/updating various data sets.
• Organise meetings and follow‑up on actions to optimise the support for various business functions but especially HR and Finance related activity.

• Provide support locally as applicable for staff recruitment.
• Facilitate local staff induction arrangements and maintain accurately and relevance of induction materials.
• Administratively support the Honorary Appointment and Visiting Scholars processes.
• Provide support for hiring Casuals where applicable.
• Be the lead admin support for Athena Swan in the School.
• Collect data where necessary and report to HR upon request (e.g. PDR completion rates etc.).
• Provide administrative support for staff development events in the School.
• Disseminate information about staff development events across the School.
• Administration and support for staff leaver procedures and coordinate recovery of School property.
• Assist where necessary to ensure compliance with the University’s fixed‑term procedures.
• Ensure that leaving procedures are followed for all leaving staff.

• Assist sourcing suppliers and documentation as approved suppliers on the HWU Procurement System.
• Assist staff in the claiming of Expenses via the iExpenses system when necessary.
• Source venues and associated event costs when necessary.

• Communicate and enhance local business support services and processes.
• Create templates that can be used locally to improve School communications.
• Maintain the accuracy of School distribution lists and specific email groups.
• Lead on the creation and enhancement of the School Hub and Work Space SharePoint sites.
• Provide administrative support for School internal communications activities, as required.

• Act as the lead contact for School ad hoc projects.
• Provide wide ranging administrative support for School projects.
• Monitor progress on projects and take actions necessary to bring them to a successful close.
• Periodic updating of the School Risk Register.

• Attend and fully participate in University BS Network meetings.
• Provide training or advice to other Business Services role holders in areas of expertise when required.
• Providing cover for colleagues where required.
• Provide supervision for junior members of the team.
• Deputise for the team manager and other colleagues in the team, as required.
• Work towards a 'one best way' approach with colleagues.
• Contribute to a productive and cooperative team ethos.
• Develop a wide network of mutually beneficial relationships across the University.

• Interact with a wide variety of stakeholders and services providers within the School and wider University.
• Use the University network to resolve problems quickly.
• Maintain strict adherence to data…