Job 1 Admin Assistant.pdf

Administration Assistant (b)  17042015 

  Job Title Faculty/ School/Department Responsible to: Responsible for:

Administration Assistant (b)

Job Purpose Undertake a wide range of administrative and office support activities to support a team or department. Maintain high standards of administration for a range of projects / activities. Main activities and responsibilities 1. Maintain efficient administrative systems to support team activities. 2. Maintain electronic and hard copy records and filing systems and retrieve documents and information as needed. 3. Co-ordinate and maintain records, including inputting data using a variety of different software such as spreadsheets and databases. 4. Understand relevant University processes and regulations such as those for submitting timesheets, claiming expenses, raising purchase orders etc and carry out administration associated with such processes. 5. Prepare and modify documents including correspondence, reports, drafts, memos and emails 6. Schedule and co-ordinate meetings, appointments, attendance at events and training. 7. Make bookings for travel and other arrangements when necessary. 8. Provide support for a range of formal and informal meetings, produce agendas, and circulate papers in a timely manner. 9. Take notes or minutes of meetings; record, compile transcribe and distribute minutes, action points or other notes. This will include formal meetings. 10. Maintain electronic and hard copy records and filing systems and retrieve documents and information as needed. 11. Co-ordinate and maintain records, including inputting data using a variety of different software such as spreadsheets and databases. 12. Maintain team and department calendars including providing invitations and reminders for events. 13. Provide administrative support including: a. Answer, screen and transfer incoming telephone calls. Where appropriate provide a response. Alternatively ensure callers are directed to appropriate colleagues. Where appropriate follow up incoming queries to ensure they have been responded to. b. Photocopying, fax, mailing c. Open, sort and distribute incoming correspondence d. Maintain office supplies such as stationery e. Receive and direct visitors 14. Respond to routine enquiries in person, by telephone, email or correspondence. Refer more complex or detailed queries to appropriate colleagues. 15. Respond to requests for information and data.

Additional Key Requirements: Managing People and Resources May supervise support staff May provide work based training and guidance to new staff or less experienced colleagues

 

Administration Assistant (b)  17042015 

within own area of work. Maintain electronic and hard copy record systems which may include:  Routine staff information  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 Respond courteously to enquiries and queries from colleagues, visitors and customers. Communicate frequently with colleagues, students and visitors. There is a requirement for good interpersonal skills, and the ability to flex communication style. Teamwork and collaborative working Work with colleagues, and flexibly as needed to provide efficient and effective administrative support. Initiative, problem solving and decision making Resolve administrative queries seeking advice and support from relevant colleagues, supervisors or managers in order to respond to more complex or unusual queries. Work environment Be aware of the risks in the work environment and the potential impact on own work.

Person Specification  Relevant vocational qualifications such as a NVQ Level 3 in Business Administration or able to demonstrate equivalent work experience and relevant skills.  Relevant experience in a similar office environment  A good standard of literacy and numeracy equivalent to GCSE English and Maths.  IT skills including familiarity with Microsoft Office.  Knowledge of clerical and administrative procedures and systems such as filing, record keeping and note taking.  Good written and verbal communication skills.  Able to demonstrate an organised approach to work and ability to prioritise different tasks.  Ability and aptitude to learn new skills quickly.  Good attention to detail and accuracy. Special requirements Ability to undertake duties at different premises, including any University campus is required. There may be a requirement for work outside of standard office hours. Expectations of all staff Professional standards All staff employed by Birmingham City University are expected to exhibit high professional standards which promote and demonstrate the University’s core values of Excellence, People Focused, Partnership Working, Fairness and Integrity. Equal Opportunities All staff are expected to understand and enact the University’s commitment to ensuring equality and diversity in all activities. This commitment is enshrined in the Equality Statement and core values.

 

Administration Assistant (b)  17042015 

Dignity at work Every member of staff has a responsibility to ensure colleagues are treated with dignity and respect. The University is committed to creating a work environment for all staff that is free from harassment, intimidation and any other forms of bullying at work, where everyone is treated with dignity, respect and professional courtesy. Health and safety The arrangements for meeting the University’s health and safety objectives are contained in the Birmingham City University Health and Safety Policy. This includes the responsibilities of key staff and procedures covering the main activities of the University. All staff are expected to take reasonable care of themselves and those that may be affected by their actions. Dress code The University does not operate a formal dress code for its employees, other than for those who are provided with uniform and/or protective clothing. However, employees must ensure that their dress is professional, reasonably smart and appropriate for the situation in which they are working. All staff should ensure that they present a professional image and one that reflects sensitivity to customer perceptions. This may reflect their ethnicity and lifestyle, but should not be provocative or cause offence to those with whom they have contact. Citizenship All staff are expected to adhere to good citizenship, being generous with help and support to others, collaborating with colleagues and working for the benefit of the University as a whole. In particular working to provide a positive student experience and achieving excellence in all the University’s activities. This job description indicates the expectations of staff at this level. Job descriptions are not exhaustive and you may be required to undertake other duties of a similar level and responsibility.