Administrative Assistant - Southampton



Last updated:21 August 2018JOB DESCRIPTIONPost title:Receptionist/Administrative AssistantSchool/Department:Programme Management UnitFaculty:Estates & FacilitiesCareer Pathway:Management, Specialist and Administrative (MSA)Level:2aPosts responsible to:PA Posts responsible for:Post base:Office-basedJob purposeTo provide reception and administrative support in an effective and efficient manner to the Programme Management Unit (PMU) and its external consultantsKey accountabilities/primary responsibilities% TimeReception and administration support - duties include:To undertake Reception dutiesTo apply good working knowledge of PMU administrative systems to answer queries and resolve problems from colleagues and external consultantsTo carry out administrative duties to assist the project teams and colleagues, including but not limited to photocopying, printing, letter distribution, meeting room bookings, etc. To maintain records and consolidate informationTo assist in the organisation and facilitation of meetings and eventsTo deputise for PA in general office management/welfareStationery controlTo manage project data as requiredTo undertake ad hoc administrative duties as required by Bassett House staffTo undertake fire warden duties as required following trainingAny other duties that fall within the scope of the post as allocated by the line manager.60Administration support for Finance Team – duties include:Updating and maintaining the PMU’s invoice register on excelLiaising with Project Managers to obtain authorisation to pay invoices Raising Purchase Orders and registering the receipt of goods and services on theAgresso finance systemAssisting with purchase order housekeeping on AgressoAssisting with queries from suppliers, Project Managers and FinanceLiaising with the University’s procurement department to ensure procedures are correctly followedFiling Any other duties that fall within the scope of the post as allocated by the capital accountant40Internal and external relationshipsOther members of the PMU, Bassett House users, University staffExternal ConsultantsSpecial RequirementsPERSON SPECIFICATIONCriteriaEssentialDesirableHow to be assessedQualifications, knowledge and experienceWorking knowledge of outlook, word, excel, powerpointPrevious work experience within a reception and administrative support roleAble to produce clear, accurate and concise written documentationSkill level equivalent to achievement of NVQ2, GCSE or City and Guilds, with some relevant work experience.Able to analyse data and present clearlyExperience of administrative role within a finance environmentApplication form, interview and excel testPlanning and organisingAble to effectively organise allocated work activities to required deadlines and assist in the effective organisation of non-standard tasks and events.Application form, interviewProblem solving and initiativeAble to solve a range of problems and queries by responding to varying circumstances, whilst working within standard procedures.Application form, interviewManagement and teamworkAble to contribute to team efficiency through sharing information and knowledge and constructively supporting others as requiredAble to adapt well to change and service improvements.Application form, interviewCommunicating and influencingAble to seek and clarify detail from appropriate sourcesAble to explain procedures and provide assistance where necessary.Able to demonstrate own duties to other colleagues as required.Application form, interviewOther skills and behavioursExperience of working in a small team workingSpecial requirementsJOB HAZARD ANALYSISIs this an office-based post?? YesIf this post is an office-based job with routine office hazards (eg: use of VDU), no further information needs to be supplied. Do not complete the section below.? NoIf this post is not office-based or has some hazards other than routine office (eg: more than use of VDU) please complete the analysis below.Hiring managers are asked to complete this section as accurately as possible to ensure the safety of the post-holder.## - HR will send a full PEHQ to all applicants for this position. Please note, if full health clearance is required for a role, this will apply to all individuals, including existing members of staff.HENVIRONMENTAL EXPOSURESOccasionally (<30% of time)Frequently(30-60% of time)Constantly(> 60% of time)Outside work Extremes of temperature (eg: fridge/ furnace)## Potential for exposure to body fluids## Noise (greater than 80 dba - 8 hrs twa)## Exposure to hazardous substances (eg: solvents, liquids, dust, fumes, biohazards). Specify below:Frequent hand washingIonising radiation EQUIPMENT/TOOLS/MACHINES USED## Food handling ## Driving university vehicles(eg: car/van/LGV/PCV) ## Use of latex gloves (prohibited unless specific clinical necessity)## Vibrating tools (eg: strimmers, hammer drill, lawnmowers) PHYSICAL ABILITIESLoad manual handlingRepetitive crouching/kneeling/stoopingRepetitive pulling/pushingRepetitive liftingStanding for prolonged periodsRepetitive climbing (ie: steps, stools, ladders, stairs)Fine motor grips (eg: pipetting)Gross motor gripsRepetitive reaching below shoulder heightRepetitive reaching at shoulder heightRepetitive reaching above shoulder heightPSYCHOSOCIAL ISSUESFace to face contact with publicLone working## Shift work/night work/on call duties ................
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