Job Description – SF06740
Post Title: Senior Administrator (IEA)
Grade: Grade 5
Faculty/Department: Institute for Environmental Analytics (IEA), Faculty of Science Reports to: Chief Executive Officer (CEO), IEA
Responsible for: not applicable
Purpose
This role will work with minimal supervision to provide high quality administrative support to the CEO and senior colleagues within the IEA to enable the effective and efficient delivery of the services of the IEA. The role will also provide project
management support to the CEO and IEA management team and have accountability for overseeing the financial management reporting processes for the Institute and event management activity.
Main duties and responsibilities:
Executive Assistance to CEO and senior staff members:
To provide high quality executive administrative support to the CEO and senior members of the IEA team, including diary management.
To form strong working relationships with all levels of staff both internally and externally, liaising under own initiative where appropriate.
To develop and own appropriate processes and procedures to support the CEO with the preparation of frequent regular management information and reports.
Project and Event Management support:
To assist the CEO in managing project schedules by reviewing completion timelines and following up with relevant stakeholders and project “owners” to ensure projects are kept on track and supporting the development of future projects within the IEA
To own and manage all event management, including scheduling, booking venues and equipment, catering and all logistical arrangements, for both internal and large-scale public engagements. This will involve reviewing and evaluating the best options in terms of use of venue, service providers and managing the tender process where necessary, taking final decisions on most appropriate options to go with and booking.
General Administration support for the IEA:
To act as Office Manager for the IEA.
To act as an initial point of contact for issues and problems addressed to the CEO, resolving them where appropriate in order to provide effective support and problem resolution or identifying where issues need to be escalated to the CEO or another senior manager.
To act as secretary to senior internal and external boards.
Maintain webpages for the IEA using the web content management system and produce material when appropriate.
To support the CEO with managing recruitment for the IEA, completing all relevant paperwork, liaising with interview panels, handling the contact with prospective candidates, and being the main point of contact for all recruitment queries, escalating where appropriate.
To advise and support the IEA members on processes for HR, Finance and Procurement to ensure they comply with University procedures and
governances.
To establish, maintain and own databases including confidential data lists and CRM systems.
To represent the IEA on internal University operational team meetings and to collaborate and liaise with the relevant staff, e.g. finance meetings.
Finance Management:
Responsibility for monitoring of IEA expenditure and income, including raising and processing purchase orders and invoices.
Working in liaison with a Management Accountant, overseeing the production of financial reports, creating and disseminating regularly, having analysed and annotated all expenditure, and presenting these to the Executive Management Board on a monthly basis.
Supervision received
The post-holder will be line-managed by the CEO of the IEA, but will be expected to work independently.
Supervision given
None.
Contact
The post-holder will work closely with the IEA CEO, Director of Science and other senior colleagues within the IEA and partner organisations. The post-holder will also have contact with senior management, other administrative and academic staff across the University, and senior individuals and organisations outside the University.
Terms and conditions
This is full-time post for 1 year.
This document outlines the duties required for the time being of the post to indicate the level of responsibility. It is not a comprehensive or exhaustive list and the line manager may vary duties from time to time which do not change the general character of the job or the level of responsibility entailed.
Date assessed: 16January 2015
Person Specification
Job Title: Executive
Assistant/Administrator
School/Department: Institute for Environmental Analytics
Criteria Essential Desirable
Skills Required Able to use own initiative and work with minimal supervision. Able to manage
multiple diaries and prioritise.
Excellent
communication skills with all levels of contacts, both written and verbal.
Adept at
multi-tasking, prioritisation and problem-solving. Ability to create and
develop effective administrative and management processes and systems.
Good interpersonal skills and the ability to work effectively as part of a team. Numerate and
confident operating financial systems to generate data,
manipulating the data and interpreting it to form meaningful financial reports.
Ability to understand databases and have the knowledge to operate and maintain them.
A high level of
accuracy and attention to detail.
Attainment Educated to degree level or equivalent vocational training.
Knowledge Excellent PC skills, including Microsoft Word, Excel, Outlook and PowerPoint. Understanding of
general administrative procedures.
Knowledge and understanding of databases.
Knowledge of HE sector.
Knowledge of HE administration.
Relevant Experience Previous experience of supporting senior level posts in a similar capacity
Ownership of event management
including making bookings for meetings, events, travel etc.
Experience acting as secretary to senior boards, including minute-taking.
Experience of working in a customer-focused environment.
Experience working as the main point of contact for all internal and external queries. Creating and
analysing
management reports, including the detailed reporting of finances and budgets.
Office management experience.
Experience of using project management systems (e.g. PRINCE)
Project management experience and working in a project-focused environment
Disposition Self-motivated, and able to take initiative and set own work patterns, working with minimal supervision. Able to work both
individually and as part of a team. Able to form strong
working relationships with senior staff and external parties. Adaptable, flexible
and resilient approach. Personable and
approachable.
Pragmatic, remaining calm under pressure.
Other
