Administrator - Southampton



Last updated:16/01/2018JOB DESCRIPTIONPost title:Centre AdministratorAcademic Unit/Service:Social Sciences, ESRC Centre for Population ChangeFaculty:Faculty of Social, Human and Mathematical SciencesCareer Pathway:Management, Specialist and Administrative (MSA)Level:3*ERE category:n/aPosts responsible to:Centre Research Manager, Level 5 (ESRC Centre for Population Change)Centre Director, Level 7 (ESRC Centre for Population Change)Posts responsible for:NonePost base:Office-basedJob purposeTo work closely with the Centre Research Manager, Centre Director and existing Administrative staff and to ensure the provision of effective and efficient administrative and secretarial support to the Centre and its external clients.The post holder will be required to provide excellent administrative support, ensuring that all work is to the highest standard with precise attention to detail. The post holder will be capable of exercising a high degree of initiative and judgement to solve problems relating to administrative processes. The post holder will have the ability to prioritise work within tight deadlines, manage an array of simultaneous tasks and be able to work constructively within a team in order to contribute to the running of a vibrant and exciting Research Centre.Key accountabilities/primary responsibilities% TimeOrganise events including workshops, seminars, conferences and meetings, undertaking administrative and secretarial tasks as required e.g. stakeholder analysis, filtering enquiries, communicating with externals, creating speaker briefs and other written guidance, coordinating diaries and keeping calendars up to date, booking venues, catering and transport, and supplying relevant information to staff and external visitors.25%Accurately and efficiently maintain records of Centre activities, events, media and publications on various spreadsheets and websites including (but not limited to) the Centre website and ResearchFish. Undertake analysis and interpretation of such data to support management decision making and contribute to Centre reports. 25%Supervise and support the work of Administrative Assistants, delegating, sharing and advising others to ensure all administrative tasks are completed on time, with accuracy and meeting requirements.15%Undertake Agresso financial administrative processes including monitoring expenditure and processing invoices, expense claims and orders. 10%Contribute to the development of office administrative systems for the storage, retrieval and tracking of information, carrying out administrative processes and ensuring controls are in place to ensure security, accuracy and timeliness.10%Review administrative and event procedures and processes, ensuring they are fit for purpose and maximise efficiency, making recommendations for improvements where identified and implementing agreed change.10%Any other duties that fall within the scope of the job, as allocated by the line manager following consultation with the post holder.5%Internal and external relationshipsThe post holder will be expected to contribute to the team objectives working collaboratively with all members of the team.The post holder will work with the following groups;Internal: The post-holder will work under the direction of the PI (Prof Jane Falkingham), Research Manager (Teresa McGowan) and Communication Manager. The post holder will work closely with other Centre Administrators. In addition, they will work with other members of CPC including academics, post-doctoral fellows and PhD students, carrying out administrative tasks for a variety of members of CPC. Close liaison with University departments is also necessary.External: The post holder will be expected to professionally engage with a range of external stakeholders and funders including the ESRC, RCUK, CPC Advisory Board and other research users e.g. Government departments, charities, external research organisations, the media, members of the public.Special RequirementsPrepared to travel occasionally, if required, to meetings outside of Southampton (e.g. partner institutions)PERSON SPECIFICATIONCriteriaEssentialDesirableHow to be assessedQualifications, knowledge and experienceAbility to produce clear, accurate and concise written documentation.Relevant NVQ2/GCSE/City and Guilds or equivalent qualification or experience.Previous work experience within an administrative/secretarial support puter literacy; Word, email, Excel, Access and other databases, Websites.Experience of analysing data and presenting summary information in a clear and concise format.Experience of assisting in the organisation of events or meetings ensuring budgetary constraints are adhered toExperience of working in a University or Research environment.Experience of AgressoApplication form & interviewPlanning and organisingProven ability to effectively organise and prioritise own work.Ability to develop and follow procedures in order to produce work of a high standard to required deadlines.Ability to work with minimum supervision and under pressure.High accuracy and attention to detail.Ability to budget and accurately carry out financial processingProven organisation skills.Experience of line management or delegation.Application form & interviewProblem solving and initiativeAbility to work independently to solve a range of problems relating to administrative processes.Application form & interviewManagement and teamworkExperience of taking an active part in a team, improving efficiency by sharing information and knowledge and supporting others.Experience of overseeing the work of othersAbility to adapt well to change and service improvements.InterviewCommunicating and influencingAbility to deal professionally and effectively over the telephone, by email and face-to-face with a wide range of University staff, external organisations and visitors.Able to offer appropriate guidance on administrative procedures to other members of the CPC team when required.Application form & interviewSpecial requirementsSome flexibility in working hours during peak times.InterviewJOB 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.ENVIRONMENTAL 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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