PA and Team Administrator United Kingdom
Job description
Part time (29.2 hours per week) Permanent position.
Warwick Philosophy Department is looking to appoint an experienced administrator to provide high quality administrative, secretarial and project support to the Head of Department and Head of Administration within the Department. This is a 0.8 FTE (29.2 hours p/w), permanent role.
You will be a key member of the Philosophy Department Professional Services Team, and based in the Philosophy Department Office. You will be educated to A-level standard or equivalent, with relevant experience of administration in a customer-focused role, ideally in the higher education sector, and with a high level of IT literacy. You will be a highly organised person with the ability to prioritise a varied workload. Excellent communication skills, combined with the ability to build and manage effective relationships are critical for this role. Previous experience as a PA, EA or similar is desirable, although not essential.
This role provides an excellent opportunity for an applicant to increase or extend their experience and knowledge in a positive, supportive and friendly department. The Department of Philosophy is committed to providing an inclusive work environment and holds an Athena SWAN Bronze award.
Potential applicants for this post are encouraged to contact the Head of Administration, Emily Hargreaves, [email protected], with informal enquiries or questions.
Interview date: 22 May 2023
Job Description
To provide high quality administrative, secretarial and project support to the Head of Department and Head of Administration in Philosophy, as well as support for HR operations, and general department administration.
DUTIES & RESPONSIBILITIES
PA
- First point of contact for administrative arrangements for the Head of Department (HoD) and Head of Administration (HoA).
- To deal with correspondence addressed to the HoD responding independently or redirecting as appropriate and flagging issues for attention. This will include:
- filter and redirect telephone calls, post, and speculative email enquiries as appropriate
- drafting responses and following up on any actions where necessary
- collating, organising, and archiving papers and other materials for approval/meetings/events as appropriate.
- Efficient and effective diary management, through liaison with senior internal and external colleagues, making key decisions on behalf of the HoD and HoA regarding priority of appointments to ensure efficient use of their time.
- To plan all travel arrangements for the Head of Department, including hotel reservations, the selection and booking of overseas/UK flights, trains etc. Preparation of detailed travel itineraries and processing associated invoices and expenses.
- To liaise and maintain strong links with the offices of senior members of the University, including the University Executive Office and Chair of Faculty, acting as a conduit for the flow of high level and sensitive information.
General Administration
To provide administrative support on administrative activities and projects to the wider teams as available and assigned including:
- To create and maintain the Department’s annual calendar of meetings, events and staffing webpages, appropriate email groups, distribution lists and telephone directories.
- To collate and distribute staff and student communications (e.g., weekly departmental newsletter, other ad hoc communications)
- To support the project management of the physical space of the department, making recommendations on space allocation and other logistics, liaising with internal and external suppliers and service providers on facilities issues and assisting in identifying any minor works required.
- To plan and coordinate social activities hosted by the department (e.g., seminar programmes, receptions, away days, and HoD student lunches).
- To provide full committee servicing support to departmental committees or meetings as required. This will include scheduling meetings, preparation of agendas, circulation of papers, taking and writing up minutes and proactively following up actions and decisions.
- To provide local HR Support:
- Providing recruitment administration throughout the on-boarding process including induction
- Process absence and leave requests
- Track timesheets, where necessary highlighting issues to line managers
- Co-ordinate Academic Study Leave applications
- Collate Conflict of Interest declarations
- To provide support for departmental-wide projects, for example the implementation of the department’s Athena Swan action plan and REF preparation/research management plans. To co-ordinate activities, plans and actions across a range of departmental functions.
- Undertake ad hoc activities under the direction of the Head of Administration or Head of Department.
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.
Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.
We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here.
The University of Warwick holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students. Further information about the work of the University in relation to Athena SWAN can be found at the following link: Athena Swan (warwick.ac.uk)
The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance, whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.
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