Senior Administrative Assistant x2 United Kingdom
Job description
Two full-time, permanent positions. 36.5 hours per week.
The Academic Development Centre (ADC) provides leadership in professional development at Warwick, supporting teachers across the University to develop in their roles and attain professional qualifications. We are seeking two Senior Administrative Assistants at this time to work across our expanded department.
The Senior Administrative Assistant role involves the administration of our professional development programmes, activities and events, with participants who are colleagues across the university involved in teaching and learning support. Participants on our programmes range from postgraduate students through to senior colleagues and there would therefore be regular liaison with a range of people. Tasks within the roles include maintaining course participant records, event management, varied communications, liaison with programme leads and others, preparing materials (including digital), maintaining and developing webpages and VLEs and using a range of University systems. You will also work beyond the institution, making contact as required with our external accreditors.
You will have a good general standard of education and be literate and numerate to GCSE level or an equivalent standard in Maths and English. You should have skills in Office tools, including Teams and a willingness to engage with a range of online systems. You will be expected to manage data effectively and use this for reporting purposes. Your interpersonal and communication skills should be of a high calibre as you will be liaising with a wide range of people whilst undertaking the role. You will be expected to demonstrate a proactive attitude to your work, including planning ahead, making suggestions for adjustments in the programme areas and contributing positively to the wider work and functioning of the ADC team. Independent working and decision making is often an expectation. Flexibility across programme areas and reporting to multiple senior colleagues is also an expectation.
The post is campus based. Warwick operates a hybrid working policy dependent upon meeting service requirements and subject to line manager agreement.
We will consider applications for employment on a part-time or other flexible working basis, even where a position is advertised as full-time, unless there are operational or other objective reasons why it is not possible to do so.
To find out more about the role, please contact: Sara Hattersley ([email protected]).
Interview Date: Week commencing 10 July 2023.
Job Description
To be responsible for the administration of ADC’s professional development programmes, activities and events, alongside other administrative colleagues, and supporting the work of our teaching and other senior colleagues in the department.
DUTIES AND RESPONSIBILITIES
Event and programme management
- Booking venues and organising refreshments for training sessions, tutorials, meetings, conferences and symposiums.
- Taking bookings from participants and recording in appropriate systems.
- Making changes to bookings as appropriate; liaising with wider services or departments (e.g. Warwick Conferences, Central timetabling, department/specialised booking groups).
- Preparation and distribution of promotional and course materials, including digital resources, ensuring materials and resources are available with accurate presentation and in a timely manner.
- Ensuring materials and resources are available for events and programmes, as required.
- Liaising with a range of colleagues involved in delivery of programmes and events, including senior teaching staff and other administrative colleagues, within and outside of the department.
- Collating evaluation and feedback data accurately, presenting it in an accessible format and storing and sharing it appropriately and securely.
- Updating and publishing information on the ADC website and programme VLE spaces, ensuring accuracy and timeliness.
- Management of online events and activities, for both internal and external audiences, including calendar management, electronic updates and management of digital tools associated with events (e.g. break-out rooms).
- Administrating and coordinating assessment within programmes, identifying appropriate assessors, managing documentation, monitoring compliance within limited timescales, liaising with assessors (often senior colleagues).
Information recording and data management
- Recording attendance at a range of ADC events and uploading accurately onto the relevant system.
- Maintaining extensive records for participant/students' participation and progress on both accredited and non-accredited programmes, from the direction of the programme leader, and in a manner that is appropriate for internal and external reporting (e.g. Advisory Group, Advance HE).
- Preparing lists of participants who have successfully completed programmes, for the accrediting body (Advance HE). Liaising with the Departmental Administrator (IATL) and directly with Student Records to ensure records are up to date and to resolve issues relating to student enrolment.
- Raising purchase orders, processing invoices, processing timesheets and keeping accurate records of financial information.
- Producing management reports on a range of ADC activities, including attendance at events and student progression and achievement.
- Monitoring participant progress across cohorts and reporting this information to programme leaders.
- Managing different datasets, of varying sizes, related to both ongoing activities (e.g. programme records) and specialist work (e.g. WATE awards).
- Recording and providing accurate minutes of meetings for different groups (e.g. Advisory Group, department meetings).
- Managing relevant data for activities for educational projects and research, as requested (e.g. WIHEA projects).
- Maintaining up-to-date knowledge of university procedures, processes and systems including shared drives, Microsoft packages, SharePoint, Files.Warwick, Moodle and Sitebuilder.
Customer Service and communication
- Dealing with operational enquiries – both one-off, occasional and those which require longer or ongoing monitoring and responses.
- Working alongside colleagues in the department to ensure that enquiries are responded to quickly and efficiently.
- General office duties, including photocopying, record keeping, filing and diary management.
- Liaising effectively with a range of colleagues and stakeholders, including senior management, student participants, professional services colleagues and others both within and beyond the institution.
- Sending timely and targeted communications to colleagues and participants across the university in the form of programme updates, newsletters and event publicity.
Administrative colleagues in ADC need to be able to successfully manage both ongoing programmes (student information, queries, data, events management) and occasional or one-off activities (e.g. WATE awards, project work). Although reporting directly to a particular line manager, there is a need to exhibit flexibility and adaptability as working with a range of senior colleagues in the department is usual.
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.
Right to work in the UK
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Benefits and Rewards
Please refer to this link for a full list of our employee benefits here at Warwick here.
