Understanding the right to request flexible working

Job Profile

Person Specification

Job Details

Job Title:

Administrative Officer

School:

School of Biological and Chemical Sciences

Reports to:

Teaching Services Officer

Grade:

3

Part Time (21 hours)

Appointment period:

Indefinite

Current Location:

Mile End

Job Context

The post is based within the School of Biological and Chemical Sciences, home to 95 academic employees, 30 administrative staff and 28 technicians. The School of Biological and Chemical Sciences is divided into four departments Chemistry & Biochemistry, Cell & Molecular Biology, Organismal Biology and Psychology. The School has approximately 1700 undergraduate students and is one of five Schools in the Faculty of Science and Engineering.

The School of Biological and Chemical Sciences is a large academic unit, which provides a supportive and friendly environment with a multi-disciplinary approach to teaching and research. We are a large and dynamic school with strong links with industry, offering students a stimulating and supportive learning experience. In addition, the School is committed to equality of opportunity and holds a departmental-level Silver Athena SWAN Award.

Job Purpose

To provide high-level, professional and comprehensive administrative support to the Teaching Services Administration team within the School of Biological and Chemical Sciences.

To act as a first point of contact for the School responding professionally and courteously to queries in person, by email and by phone, answering straightforward School-related queries escalating more complex queries to the appropriate administrative staff member, creating a welcoming and friendly environment and upholding the reputation of the School at all times.

To provide an excellent standard of customer care and convey a helpful, positive image to all those who deal with or work within the School.

Main Duties & Responsibilities

To be responsible for the administration associated with bought in teaching and demonstrator payments; implementing appropriate administrative systems, and maintaining a database of all payments.

To provide general support to the administrative and academic staff (i.e. photocopying; sorting mail; telephone/face-to-face reception enquiries; deliveries, maintenance of student record systems/databases).

To act as Secretary to the Schools Safety Committee, preparing agendas, minute taking and following up on actions generated in the meetings.

To assist with the collation and editing of examination papers, preparing papers for scrutiny and the sorting of scripts.

To assist with the administration of undergraduate research projects within the School.

To administer the placement programme for BSc Biochemistry with a year in Industry/ Research.

To assist the Teaching Services Officer with the paperwork associated with quality assurance, including the preparation of module specifications.

To assist with the administration associated with marks processing, and general office support as required.

The above list of responsibilities is not exhaustive and the jobholder may be required to undertake other duties commensurate with the level of the role, as reasonable requested by their line manager.

This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of the responsibility entailed. Such variations are a common occurrence and cannot in themselves justify a reconsideration of the grading of the post.

Job Profile

Job Description

1

This table lists the essential and desirable requirements needed in order to perform the job effectively. Candidates will be shortlisted based on the extent to which they meet these requirements.

Requirements

Essential / Desirable

Qualifications

GCSE or equivalent in English and Mathematics.

E

Word processing qualification.

D

Knowledge, Skills and Experience

Administrative experience working in a busy office environment.

E

Experience of working within Higher Education or a similar environment.

E

Strong customer focus and a passion for providing exceptional customer service.

E

Good interpersonal skills including the ability to deal with staff at all levels, and a customer focused, can do attitude.

E

Excellent oral and written communication skills.

E

Commitment to working collaboratively and flexibly as part of a team.

E

Excellent IT skills including Microsoft Office software (including advanced Excel skills, Outlook, Word, PowerPoint, Access).

E

Organised, methodical approach and excellent attention to detail.

E

Ability to plan and prioritise own workload to meet deadlines.

E

Ability to work unsupervised, on own initiative.

E

Proven ability to use initiative to review and enhance administrative processes and procedures.

E

Evidence of ability to cope well under pressure.

E

Willingness to be flexible on hours of work.

D

E Essential: Requirements without which the job could not be done.

D Desirable: Requirements that would enable the candidate to perform the job well.