Administrative Assistant (20458 - 0721)

Vacancy Type/Job category
Clerical
Department
Education - Student Opportunity
Salary
£19,612 - £21,814 per annum
Location
University of Warwick - Coventry
Vacancy Overview
Previous Candidates need not apply
Fixed Term Contract - August 2021 - 28 February 2022
36.5 hours per week
You will work as a member of the administration team to provide support for programmes and events run by Student Opportunity. Student Opportunity offers students a broad range of rich co-curricular development opportunities. Through an extensive offer of digital and in-person services, including events, workshops, one-to-one appointments, bursary support, volunteering and internships, we help students develop a global perspective, become culturally aware, and have confidence in achieving their personal vision of career success.
The main focus of this role will be to provide administrative and event support, but as a team member you will be expected to be flexible and be able to support other areas if required.
You will have excellent interpersonal and communication skills and proven ability to provide administrative and event support. You will be able to demonstrate excellent skills and knowledge of Microsoft Office software. You will be a quick learner, adaptable and able to work both on your own initiative and as part of a team. The ability to produce high-quality work, demonstrating speed, accuracy and attention to detail is important.
In the Supporting Statement section within the application form please present your information by providing examples against the ‘Essential and Desirable’ criteria which can be found in the Person Specification. You may not be able to fulfil each and every criterion but should be able to meet the criteria stated as ‘Essential’ on the Person Specification. If you wish to enclose a CV this should not exceed two pages. You may find it helpful to see the University’s guidance on CVs, applications and interviews: https://warwick.ac.uk/services/careers/applications/forms/.
Interview Date - W/C 23 August 2021
Job Description
JOB DESCRIPTION
Working within the Operations and Information Team under the guidance of the Departmental Administrator, to provide efficient, accurate and high quality administrative support to all teams within Student Opportunity.
DUTIES AND RESPONSIBLITIES
1. Administrative support for Student Opportunity programmes
• Day-to-day running of the training programmes for students at all levels, anticipating, troubleshooting and resolving queries relating to the programme to ensure that they run smoothly. This includes checking registration for courses, formatting registers for classes, ordering or photocopying training materials and handouts for workshops, and responding to emails sent to resource accounts.
• Liaison with and administration relating to internal and external tutors. Preparing and dispatching booking forms, confirming which sessions/dates tutors will be teaching. Liaising with internal and external workshop tutors about requirements for handouts and materials.
• Keeping myAdvantage database up to date with changes to programme, attendance records for courses etc. which feeds into the information required for impact assessment of the work of Student Opportunity.
• Ensuring promotional and course materials are up to date, preparing new materials and distributing to students (liaising in advance with the Student Engagement Manager on all promotional materials).
• Quantitative analysis and interpretation of qualitative comments on student evaluation forms and recording on myAdvantage database.
• Maintaining and regularly updating a bank of teaching resources e.g. PowerPoint slides, handouts, records of bespoke teaching methods used for future use and to ensure business continuity which will enable another tutor to step in if required.
• Sourcing and booking appropriate rooms suitable for cohort size and teaching method.
2. Administrative support for Student Opportunity events and awards ceremonies
• Organising: setting up a workgroup and determining and setting up appropriate links, labels, journals on the Departmental IT system / database; preparing an Excel budget spreadsheet for the event and maintaining a record of spend against budget; negotiating venue cost and requirements, negotiating catering and printing costs with suppliers; setting meeting dates and ensuring deadlines and benchmarks are clear to all involved; booking venue and catering; attending on the day to ensure everything runs smoothly and organise and assist with set up and cleardown.
• Liaising: liaising with participants via telephone and email.
• Recording: participants at events, details for contacts.
• Anticipating, troubleshooting and resolving difficulties in relation to services, events, finances and administrative functions.
3. Secretarial support:
• Provide support for meetings, including making room and catering bookings, sending invitations and monitoring attendance
• Arranging meetings and diary entries for heads of Student Opportunity units. Booking meeting rooms.
• Putting together bespoke programme for new staff induction.
• Making arrangements and putting together a programme for external visitors, meet and greet, sourcing appropriate handouts, brochures for departmental and University activities.
• General secretarial duties e.g. filing, word processing, spreadsheets and database entry.
4. Front-line support
• Act as one of the first points of contact for phone and email queries to the Operations and Information team, providing information and basic advice. These could be enquiries from students, employers, University staff from all departments and people external to the University. Includes providing support and advice to students about e-learning and IT hardware and software.
• Carry out any other duties which fall within the grade of this post as directed by the Departmental Administrator.

Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.

Essential Criteria 1
Excellent organisational skills with the ability to prioritise work effectively. (a) (b) (c)
Essential Criteria 2
Excellent use of Microsoft Office IT software with proven ability to become quickly effective at using new systems (a) (b)
Essential Criteria 3
Excellent written and verbal interpersonal and communication skills (a) (b) (c)
Essential Criteria 4
Meticulous attention to detail (a) (b)
Essential Criteria 5
Ability to work flexibly as part of a team in a busy office environment (a) (c)
Essential Criteria 6
Minimum GCSE level education (or equivalent) with grades A-C (or equivalent) in both English and Maths (a)
Essential Criteria 7
Significant experience in a varied administrative role (a)
Essential Criteria 8
Proven ability to use own initiative and work proactively (a) (b) (c)
Desirable Criteria 1
Educated to A level education or equivalent (a)
Desirable Criteria 2
Good event management skills (a) (c)
Further Particulars
For further information about the University of Warwick, please read our University Further Particulars .
For further information about the department, please visit the departmental website .

Recruitment of Ex-Offenders Policy

As an organisation using the (DBS) Disclosure and Barring Service to assess applicants’ suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University’s Vacancy pages and applicants may request a copy of the DBS Code of Practice.

Other Information
Right to work in the UK
If you do not yet have the right to work in the UK and/ or are seeking sponsorship for a Skilled Worker visa in the UK points-based immigration system please click on this link which contains further information about obtaining right to work in the UK and details about eligibility for sponsorship for a Skilled Worker Visa.
The University of Warwick provides an inclusive working and learning environment, recognising and respecting every individual’s differences. We welcome applications from individuals who identify with any of the protected characteristics defined by the Equality Act 2010.
Closing Date
15 Aug 2021