JOB DESCRIPTION ADMINISTRATION ASSISTANT CATS REGISTRY

Details
Job Title: Department: Job Reports To: Location: Post Number: Pay Point:
Administrative Assistant (0.5 FTE) CATS Registry Faculty Manager (Creative Arts, Technologies and Science) C101 NARG5056 Grade 4 18,005

Context
To ensure the smooth and efficient running of the Faculty Office and CATS Registry activities by providing an excellent customer service to students, supporting their retention; delivering a highly professional response to all other clients, as a first point of contact; and implementing extensive operational administrative support and infrastructure management for the Faculty and the team.

Key Elements (please tick as appropriate)

1. This post has MANAGEMENT RESPONSIBILITY 2. This job requires SAFEGUARDING 3. This is a KEY POST (i.e. must have nominated deputy) YES YES YES NO NO NO

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JOB DESCRIPTION ADMINISTRATION ASSISTANT CATS REGISTRY

Principal Accountabilities
1. To provide a broad-based administrative service to the Faculty, to students, external clients, and other internal customers. The role requires clear and accurate information to be communicated orally and in writing on a daily basis, in both informal and formal situations as queries are received in person, via telephone calls, emails, and letters from current and prospective students (Home/EU and international). Additionally, there is a continuous stream of enquiries from external organizations, institutions and professional colleagues; and a wide range of staff within the University. There will be a need to manage, convey forward, and/or deliver information in a timely and consistent manner, and undertake follow-up actions. Written communication skills are vital, as there is a daily requirement to produce general correspondence, bespoke letters, student references and letters of confirmation for funding organizations. 2. To help manage Faculty infrastructure services such as receipt and distribution of goods, mail sorting, delivery and retrieval of key information such as student questionnaires and staff journals is a daily requirement and is vital to the continuous good management of the Faculty operation. To do this, the postholder must work independently and effectively to meet deadlines and priorities, within clear boundaries, without day-to-day managerial supervision. The postholder will also be required to book rooms and refreshments for meetings as permitted through university financial regulations. Organisation and maintenance of student files, including annual rollover and archiving is part of the teams work. The purchasing function is significant and this is an ongoing activity for the team covering the ordering and reconciliation of goods and services purchasing itself is shared among team members. The Role Holder is required to organise and prioritise tasks to a given work plan within allocated resources. Generally, work will be delegated to the Role Holder by the Head and the Role Holder is then required to manage the schedule for its implementation. 3. To work as a member of a team is essential to ensure problems are resolved promptly and efficiently. The role holder will work in a team to provide mutual operational cover as required and ensure that the service to all customers is maintained during absences and times of particular pressure. The team will provide the front-ofhouse service for students referred through to the Faculty office and for email, telephone and other enquiries. Use of SID online is also essential to deal with regular student queries. 4. Duties may include acting as minutes secretary on a rota for Registry staff meetings, and to offer back-up support for events. The Role Holder is required to establish the basic facts in situations which require further investigation and inform others if necessary. (For example, exploring solutions with the academic staff, the International Office or Admissions for individual problems; logging of IT or Health and Safety problems with the help desk). 5. The role holder will meet regularly with students requiring information and advice, instigate onward referral as appropriate, and prepare progress reports to be logged on a shared drive for audit and summary purposes. The Role Holder will collaborate with other members of the team including administrators, managers and academics, and actively contribute to discussions on improvements that can be made to the processes used. participate in regular meetings with the line manager to discuss current processes, and to assist in supporting improvements in relevant areas. The role holder will also frequently supervise a changing cohort of student placements, both co-ordinating work and engendering team spirit; or a trainee or apprentice, as appropriate, setting work priorities, engendering a team sense and encouraging phased increases in levels of responsibility, while observing and recording strengths and weaknesses for motivational and reporting purposes 6. It is essential to develop and maintain good working relationship with all colleagues in the University and external stakeholders. The Role Holder is also required to pass on information to others, as requested. The Role Holder may also be required to participate in networks within the institution or externally in order to pass on information promptly; and to keep people informed to ensure co-ordination of effort and that work is done effectively. Participation in team meetings, task groups and other networks is important and will be expected. 7. The Role Holder is required to deal with internal or external contacts who ask for service or require information; create and maintain a consistently professional image of the institution by being responsive and prompt in responding to requests and referring the user to the right person if necessary. Contact typically

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JOB DESCRIPTION ADMINISTRATION ASSISTANT CATS REGISTRY

involves routine tasks with set standards or procedures but creative management of service requirements is also expected, to ensure swift and effective response to each client. 8. To co-ordinate team support provision for registration, graduation and examination cyclical annual events and participate in these events as required. A basic level of competence in the use of the student record system (SITS) will also be needed to contribute to key corporate activities such as registration and Clearing. Supporting registration, graduation and examination cyclical annual events as part of the Registry service is compulsory and will draw on a range of administrative and customer service skills. 9. The role requires consistent maintenance of accurate and timely files on all Home and EU students and regular management of the archiving process. These files are critical for audit purposes. In addition, storage and updating of contracts for visiting staff, expense claims and student intern reports are maintained under this role. Experience of administration, including electronic and paper-based record keeping is important. Skill in the use of new purchasing software packages (such as Aggresso) will be a training requirement. The role holder is required to apply working knowledge of theory and practice, sharing this knowledge with others as appropriate; demonstrate continuous specialist development by acquiring relevant skills and competencies. 10. Trouble-shooting to locate and remedy service faults and provider delays are within the remit of this post, including contact with suppliers, introduction of alternative back-up systems as needed and swift resolution of service faults to ensure a resumption of support mechanisms as soon as possible. The role holder may be asked to support the work of the Safety Officer in helping with maintenance of the safety audits and risk assessment records for the academic departments, diarise staff to conduct inspections at the required times according to the safety policy (this activity may be shared with other team member. 11 The Role Holder is required to show sensitivity to those who may need help or, in extreme cases, are showing signs of obvious distress; initiate appropriate action by involving relevant people e.g. basic understanding of students who are expressing anxiety and need further support. The Role Holder will be aware of when situations are more serious and will then involve appropriately skilled people. Confidentiality and discretion are pre-requisites of the post. 12. The Role Holder must, above all, be versatile and willing to be committed to the successful operation of the Division and the Faculty. Reliability and dependability are essential, as are tenacity, a pleasant manner, discretion and the ability to remain calm at times of conflicting priorities. The Role Holder would be ensuring that the University is held in a positive light by those to which the Role Holder is providing a service. 13. Work with international placement students is also required, with a new cohort joining the Faculty regularly. This includes setting work priorities, engendering a team sense and encouraging phased increases in levels of responsibility, while observing and recording strengths and weaknesses for motivational an reporting purposes. A successful report is needed for students to retain their placement contracts and to be remunerated. There will also from time to time be a need to line-manage the work of an apprentice , requiring encouragement and supervisory duties at a high level to facilitate the apprentices progress in both preparing and completing evidence for an NVQ award and in guiding that staff member to a positive conclusion of the contract. 14. From time to time, the Role Holder may be required to attend sites other than the one at which he/she is normally located. Travel costs will be covered for these activities and planned transport arrangements will also be negotiated 15. The role holder will undertake any other duties appropriate to the grade and competencies as delegated by management.

HERA Competencies COMMUNICATION The Role Holder communicates with staff and the public about basic subjects that require little further explanation. In addition, the Role Holder may also be required to receive, understand and convey information that needs more careful explanation or interpretation for others.

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JOB DESCRIPTION ADMINISTRATION ASSISTANT CATS REGISTRY

TEAM WORK AND MOTIVATION The Role Holder is part of a team and I expected to contribute to the teams overall effort. For example, a team member that takes instructions only. The Role Holder may have no role in either guiding others or providing more detailed instruction and no role in officially motivating or creating a team spirit. LIAISON AND NETWORKING The Role Holder is required to liaise with people using existing procedures. They are also required to pass on information to others, as requested. The role holder may also be required to participate in networks within the institution or externally in order to pass on information promptly; keep people informed to ensure co-ordination of effort and that work is done effectively. For example, a Role Holder who speaks with people from the wider University/people external to the University about basic subjects or to pass on information to other parties/staff. In addition, taking part in ongoing networks as a member rather than being either an integral player or the chairman/secretary. SERVICE DELIVERY The role holder is required to deal with internal or external contacts who ask for service or require information; create a positive image of the institution by being responsive and prompt in responding to requests and referring the user to the right person if necessary. Contact is usually initiated by the customer and typically involves routine tasks with set standards or procedures. The Role Holder normally only responds to requests and would occasionally investigates user requirements. The Role Holder may have no specific time constraints placed upon them to respond to requests, which are likely to be basic in their nature. The Role Holder would be ensuring that the University is held in a positive light by those to which the Role Holder is providing a service. DECISION MAKING PROCESSES The Role Holders own decisions have a minor impact on the University. For example, standard day to day decisions, how best to undertake basic task without referral to a line manager etc. PLANNING AND ORGANISING RESOURCES The Role Holder is required to organise and prioritise their tasks to a given work plan within allocated resources. For example, all work is handed do to the Role Holder by the manager and the Role Holder is then required to manage their own schedule. INITIATIVE AND PROBLEM SOLVING The role holder is required to solve standard day to day problems as they arise; choose between a limited number of options which have clear consequences, by following guidelines or referring to what has been done before; recognise when a problem should be referred to others. For example, how best to resolve the most basic of problems, anything more, being passed to the line manager. ANALYSIS AND RESEARCH The Role Holder is required to establish the basic facts in situations which require further investigation and inform others if necessary. For example, logging of IT or Health and Safety problems with the help desk. SENSORY AND PHYSICAL DEMANDS The Role Holder is required to complete basic tasks which either would require either a minimum of instruction
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JOB DESCRIPTION ADMINISTRATION ASSISTANT CATS REGISTRY

or light, if any, physical effort For example, working at a standard computer which would include lifting and carrying items such as folders etc on a regular basis. WORK ENVIRONMENT The Role Holder is required to work in an environment which is relatively stable and has little impact on the role holder or the way in which work is completed. For example, a stable office environment. PASTORAL CARE AND WELFARE The Role Holder is required to show sensitivity to those who may need help or, in extreme cases, are showing signs of obvious distress; initiate appropriate action by involving relevant people. For example, basic low level understanding of staff who are disgruntled. The Role Holder will be aware of when situations are more serious and will then involve appropriately skilled people. TEAM DEVELOPMENT The role holder is required to advise or guide staff working in the same role or unit on standard information or procedures. TEACHING AND LEARNING SUPPORT The role holder is required to provide standard information or deliver teaching or training to introduce students or others who are new to the area to standard information or procedures. For example, local, informal induction. KNOWLEDGE AND EXPERIENCE The role holder is required to apply working knowledge of theory and practice, sharing this knowledge with others as appropriate; demonstrate continuous specialist development by acquiring relevant skills and competencies.

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Person Specification

Essential Criteria

Desirable Criteria

Evidence (Indicate were evidence will be assessed from ) Application Form Presentation Interview Application Form Presentation Interview Application Form Presentation Interview Application Form Presentation Interview

Qualifications

GCSE or equivalent General office administration and basic IT packages

Knowledge of administration within the Higher Education sector Knowledge of MS Office (word, excel and powerpoint), databases, email, internet, SITS and Aggresso. The proven ability to work with students and academic staff and achieve results. Proven staff management

Knowledge Excellent written and spoken English

Administrative experience Experience Customer service experience Experience of note taking Good record-keeping skills Excellent administrative skills and ability to organize work to deadlines Able to work both independently and as part of a team High degree of accuracy and the ability to pay close attention to detail Problem-solving skills Excellent verbal and written communication skills including the ability to interact with people at all levels with a sense of absolute tact and discretion Understanding of and commitment to the student experience customer support ethos Ability to work as an effective member of a team, and to exercise initiative as appropriate. Flexible and adaptable working approach Able to anticipate and resolve problems and develop good working relationships with other teams. Commitment to ongoing professional and personal development

Purchasing skills; project management

Skills/abilities/ competencies

Personal Attributes

Ability to reflect on performance and apply critical self-assessment

Application Form Presentation Interview

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Equality Statement The University of Bedfordshire is fully committed to the principles of equality in all its actions. Members of the Universitys community are expected to respect and value individuality, differences and diversity; and work with others in an inclusive and consultative manner. A commitment to equality of opportunity for all individuals irrespective of their age, belief, disability, gender, race, religion or sexual orientation is at the core of what we do and members of the community must actively promote a positive non-discriminatory work and learning environment for fellow staff and students. Employees should demonstrate an understanding of the Universitys commitments to equality and diversity as an integral part of the universitys core values and be able to identify and challenge discrimination, harassment, prejudice and inappropriate behaviour.

Health & Safety Statement All employees are required to ensure that all duties and responsibilities are discharged in accordance with the Universitys Health and Safety (H & S) at Work Policy. They should take reasonable care for their own H & S and that of others who may be affected by what they do or do not do. Staff should correctly use work items provided by the University, including personal protective equipment in accordance with training or instructions.

Environmental Statement Employees must make proper use of any equipment and systems of work provided and take all reasonable steps to ensure that control measures are properly used. Employees must work with their Line Managers to ensure that an inventory is retained of all hazardous substances in the office that could be released into the environment. Employees are expected to identify operations that use significant amounts of energy, with a view to reducing consumption. This includes identifying operations that use resources, such as paper, and review the need for the current level of consumption, identifying savings where possible. Employees are expected to identify waste streams with a view to recycling and reuse, minimising office energy use in heating and lighting.

Briefing Note: the content of this Job Description does not preclude other work required by the faculty/department. Details of accountabilities will be discussed at annual reviews. Date Job Description issued to, discussed with and understood by Post Holder ------------------------------------------Name of Post Holder: ----------------------------------------------------------------- Signature: -----------------------------------(I confirm I have been briefed on the requirements of this Job Description and other related documents) Name of immediate Line manager: ------------------------------------------------ Signature: -----------------------------------(I confirm I have briefed the Post Holder on the requirements of this Job Description and other related documents)

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