Administrative Officer

1. Provide comprehensive support to Committees undertaking all arrangements including:
a. Taking minutes, ensuring that Committee business is recorded accurately, clearly and succinctly.
b. Draft agendas and routine papers. Collate and proof read papers, minutes and reports to ensure these meet agreed standards. Liaise with colleagues across the University to ensure submissions are received to time. Collate and distribute papers to an agreed schedule.
c. Set up and maintain committee records ensuring these meet governance requirements and committee needs.
d. Deal with enquiries relating to committee activities.
e. Arrange venues, facilities and hospitality for committee and other meetings ensuring that events run smoothly.
2. Plan and organise events and functions including:
a. Arranging appropriate venues and facilities
b. Managing guest lists, invitations and responses
c. Liaising with attendees
d. Providing briefing information
e. Liaising with internal and external service providers (e.g. catering, portering, hire services, venue management) ensuring expectations and schedules are delivered.
f. Provide hands-on support on the day of events to ensure things run smoothly and resolve snags or issues.
3. Develop and maintain effective administration systems
4. Collect, collate and present data on a variety of topics as needed.
5. Produce reports letter, papers and presentations as needed
6. Respond to and redirect where necessary internal and external communications (including emails, letters and telephone calls).
7. May be required to supervise administrative / clerical / reception or other support staff.
Additional Key Requirements:
Managing People and Resources
May supervise or manage administrative or other support staff
Provide guidance and training for staff in own area of work
Maintain electronic and hard copy record systems which may include:
 Information relating to staff records
 Financial administration associated with raising purchase orders, processing invoices, recording expense claims and timesheets and monitoring petty cash etc. to support finance colleagues and others.

Communication
Frequent need to communicate effectively with a wide range of people, many at a senior level and to coordinate communications on behalf of a senior manager. There is a requirement for good interpersonal skills, empathy and the ability to flex communication style in order to communicate sensitive information or overcome barriers to understanding.
Teamwork
It is expected that Administrative Officers will have a keen customer focus and work collaboratively with colleagues to ensure that a responsive and effective administration service is provided within the University and subsidiary companies. This may include a degree of flexibility to work across different areas, provide assistance for a variety of senior staff and support colleagues at times of peak demand or to help cover holidays and other absence.
Initiative, problem solving and decision making
Solve varied problems within own area of work such as determining which issues require the personal attention of senior colleagues, prioritising competing demands and managing conflicting deadlines.
Resolve operational problems.
Work environment
Be aware of the risks in the work environment and their potential impact on own work and that of others. Undertake risk assessments in own area of work.

Person Specification
 A degree or equivalent experience which demonstrates comparable skills and ability to:
o Make decisions and solve problems.
o Assemble, evaluate and analyse information.
o Communicate effectively.
o Adopt a proactive and self-managing work style.
 A high level of literacy and numeracy
 Excellent IT skills including advanced knowledge of word processing, spreadsheet and presentation software packages, preferably Microsoft Word, Excel and PowerPoint.
 Prior experience of senior administrative roles
 Experience of arranging events.
 Experience of effectively managing electronic and paper based filing and information systems.
 Experience of servicing committees is also desirable.
 Experience of working in a higher education environment may be an advantage but is not essential.
 Excellent team working skills with the ability to work collaboratively and co-operatively with colleagues
 Exceptional interpersonal skills with an articulate, confident and diplomatic approach to communications and tact and discretion when dealing with sensitive issues.
 Ability to successfully manage relationships with a wide range of contacts both internal and external to the University.
 Ability to assimilate written and verbal communication quickly and produce accurate, timely minutes and records of agreed objectives and actions for follow up.
 Excellent attention to detail, including proof reading skills, with the ability to maintain a high level of accuracy.
 Ability to work under pressure, meet tight deadlines and manage competing priorities on own initiative.
 Ability to draft a high standard of written correspondence on own initiative.
 Ability to deal with sensitive information and to maintain confidentiality at all time.
 An understanding of information governance.

Special requirements
Able to undertake duties at different premises including any University campus as required.
May be required to work outside normal office hours to effectively support operations and events.

Full Time Until 30/09 37.5 hours per week