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Posted 01 February, 2019

Assessment and Awards Administrative Assistant

Manpower UK
Birmingham, West Midlands Full Time
Salary: £10.17 Hourly
Reference: BC2312_1549021880

We are looking for a strong Administrator that can work under pressure to help during the busy exam periods for our client. General working hours would...

We are looking for a strong Administrator that can work under pressure to help during the busy exam periods for our client.

General working hours would be 9am to 5pm with the exception of the following weeks: Weeks beginning 14th and 21st January - exam period so would be working 7.30am to approximately 6pm. Also weeks beginning 18th and 25th February (same times). In the 2 weeks prior to the exams, longer hours may be needed for preparation and would be discussed with the post holder prior to these weeks.

Start Date: ASAP
End Date: 01.05.19

Job Purpose

Undertake a wide range of administrative and office support activities to support a team or department.

Main activities and responsibilities

1. Prepare and modify documents including correspondence, reports, drafts, memos and emails

2. Schedule and co-ordinate meetings, appointments, attendance at events and training.

3. Assist with booking travel arrangements when necessary.

4. Prepare agendas and papers for meetings

5. Take notes or minutes of meetings; record, compile transcribe and distribute minutes, action points or other notes.

6. Maintain electronic and hard copy records and filing systems and retrieve documents and information as needed.

7. Co-ordinate and maintain records, including inputting data using a variety of different software such as spreadsheets and databases.

8. Provide administrative support including:

a. Answer, screen and transfer incoming telephone calls

b. Photocopying, fax, mailing

c. Open, sort and distribute incoming correspondence

d. Maintain office supplies such as stationery

e. Receive and direct visitors

9. Respond to routine enquiries in person, by telephone, email or correspondence. Refer more complex or detailed queries to appropriate colleagues.

10. Respond to requests for information and data.

Additional Key Requirements:

Managing People and Resources

May provide routine training (such as demonstrating processes) and guidance to new staff or less experienced colleagues within own area of work.

Inputting data and maintenance of electronic and hard copy record systems may include routine financial administration associated with raising purchase orders, processing invoices, recording expense claims and timesheets and monitoring petty cash to support administration and finance colleagues.

Communication

Respond courteously to enquiries and queries from colleagues, visitors and customers.

Teamwork and collaborative working

Work with colleagues, and flexibly as needed to provide efficient and effective administrative support.

Initiative, problem solving and decision making

Resolve administrative queries. Refer detailed or complex queries to relevant colleagues supervisors or managers.

Work environment

Be aware of the risks in the work environment and the potential impact on own work.

Person Specification

· Relevant vocational qualifications such as a NVQ Level 2 in Business Administration or able to demonstrate equivalent work experience and relevant skills.

· A good standard of literacy and numeracy equivalent to GCSE English and Maths.

· IT skills including familiarity with Microsoft Office.

· Knowledge and some experience of clerical and administrative procedures and systems such as filing, record keeping and note taking.

· Good written and verbal communication skills.

· Able to demonstrate an organised approach to work and ability to prioritise different tasks.

· Good attention to detail and accuracy.

The Association of University Administrators (AUA) Professional Behaviours Framework provides further useful information on key competencies relevant to University Administration roles.

Special requirements

Ability to undertake duties at different premises, including any University campus is required. There may be a requirement for work outside of standard office hours.

This listing expired on 03 Mar. Applications are no longer accepted.

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