Administrative Assistant Lancaster, England
Job description
Role & Department Overview
The purpose of this role is to provide administrative support for the planning and delivery of the undergraduate graduation ceremonies in July 2023.
The majority of your role will be to support the team by answering queries from students and guests and supporting the administration of graduation at this busy time of year. You will be the first point of contact via email and telephone for students and guests attending graduation. You will use your calm manner, communication and organisational skills to answer the queries and/ or escalate as required. A good knowledge of the University campus and buildings would be beneficial. The successful candidate must be available for the full duration of this period and for the hours specified above.
Preferred start date: 27th February 2023
Expected end date: 29th May 2023 (Initial period of 12 weeks. Can be offered on a job share basis between two candidates)
Work pattern: to be agreed
Hours per week: Up to 35
Job Description
Main responsibilities:
- To deal with a wide range of enquiries (face-to-face, telephone and e-mail) from students, staff and members of the public, and to ensure office cover for the team, particularly during graduation.
- General administrative support for graduation, including briefing packs for team members, room bookings, and platform arrangements.
- To carry out guest management administration including producing and managing detailed guest lists and RSVPs, joining instructions, badges and table plans; using excel spreadsheets.
- Updating key documents relating to graduation, including venue requirements, ceremony scripts, and contributing to the collation of student information for the programme.
- To support academic processions at graduation ceremonies, including staff bookings, confirmations and enquiries, liaison with the University’s robing supplier, seating plans and procession documentation.
- To support small meetings and events, including logistics, guests, speakers, briefings and printed materials; collation and distribution of event documents as required.
- Working as part of the team and contributing to the smooth delivery of graduation. This may occasionally require the post holder, by prior arrangement, to work outside the normal hours of the post.
- Managing student data updates.
- To perform other duties commensurate with the role, as requested by the Events Manager (Graduation) or Head of Corporate and Ceremonial Events.
Person Specification
The successful candidate will be able to show:
- Attention to detail in all work including written work.
- Computer literacy and competence in Word, Excel and Outlook.
- Accurate and timely completion of work.
- Professionalism.
- Excellent verbal and written communication skills.
- Ability to prioritise.
- Excellent punctuality and time management.
- Productive member of a team.
Working in this role will help develop the following skills and experience:
- Collaboration
- Flexibility
- Integrity
- Interpersonal sensitivity
- Planning and organising
- Self-motivation
- Time Management
- Verbal communication
- Written communication
Please note: Unless specified otherwise in the advert wording, this role is only open to individuals living in the UK.
You are required to submit a cover letter to support your application.
Applications without a cover letter will not be considered.
Under the terms of this work, we endeavour to provide the advertised number of hours however, hours are not guaranteed and that work may cease if there is a fall in demand.
Adverts that display a closing date should be treated as a guide. We reserve the right to close the vacancy once we have received sufficient applications, so we advise you to submit your application as early as possible to prevent disappointment.
Job Types: Full-time, Temporary contract
Contract length: 3 months
Salary: £11.13 per hour
Benefits:
- Work from home
Schedule:
- Monday to Friday
Work Location: Hybrid remote in LANCASTER
Expected start date: 27/02/2023
