Business Support Administrator - Bradford, United Kingdom - SkillsHouse Bradford

Description

Job Description

Working as part of the Business Support Team, the post holder will be involved in all aspects of Faculty Life including diary management, student and staff events, data processing, servicing meetings and handling internal / external correspondence.
The post holder will provide a comprehensive administrative service to Associate Deans and Heads of School.

They will provide high quality administrative support for the effective and efficient operation of the Schools, Research Centres and professional support teams within the Faculty.

Main Responsibilities

• Maintaining discretion and absolute confidentiality at all times in relation to Faculty issues, and dealing with sensitive communications in a confidential, tactful and diplomatic manner.

• Proactively managing the electronic diary of senior Faculty managers, prioritising competing demands, including arranging meetings involving colleagues and senior people (both internal and external to the University), booking suitable venues, resources, refreshments and making travel arrangements.

• Assisting the Faculty Management Team by ensuring that paperwork and documentation for meetings is provided, and/or is available in advance of meetings and proactively highlighting where important Faculty-related issues feature or may be raised.

• Where required, managing the inbox of Faculty Managers, categorising emails, highlighting, and bringing forward priorities as well as responding directly and appropriately to queries, which may be confidential and/or highly sensitive.

• Receiving and reviewing incoming correspondence, drafting responses where required and maintaining appropriate records.

• Supporting travel arrangements, including devising and managing itineraries and making travel arrangements in line with University purchasing procedures.

• Supporting Faculty colleagues to claim expenses in a timely manner.

• Working in an autonomous and proactive manner to anticipate the needs of Faculty Managers. Supporting the planning and organising of Faculty events and activities.

• Building and maintaining good working relationships with internal/external stakeholders of the University.

• Working with other members of the Business Support Team to ensure the smooth running of the Faculty's administration services.

• Acting as a first point of contact for the Faculty, including meeting and greeting visitors, and ensuring that guests to the Faculty have a positive experience of the University, including quality communications and arranging reimbursement of expenses incurred in visits.

• Arranging meetings for a wide range of stakeholders, treating all with sensitivity, confidentiality and professionalism.

• Servicing meetings, ensuring that actions are tracked and acted upon and disseminated in line with University Governance requirements. These include (but are not limited to): Faculty Committees and Working Groups, Equality and Diversity meetings, Task and Finish or Project Groups.

• Supporting the Faculty with ordering and purchasing (for example stationery, print materials, IT equipment), working with University financial systems to complete purchase orders, reconcile and process invoices as required to ensure outstanding commitments are cleared.

• Supporting staff with conference bookings and related external activities.

• Supporting the organisation, preparation and delivery of Faculty events.

• Supporting the welcome and induction of new staff by, in liaison with Human Resources and IT Services, supporting the set up of IT accounts, allocation of IT cards with appropriate access rights, provision of equipment, orientation and space, etc. and the provision of information on the operation of the Faculty.

• Receiving and reviewing incoming communications on behalf of the Associate Dean EDI and Head of Faculty Operations.

• Identifying appropriate opportunities to act on behalf of Faculty Management to communicate/coordinate their instructions and requirements with colleagues and other departments as directed.

• To produce and appropriately disseminate information across a range of communication channels, both internally and externally, in accordance with the Faculty's communication processes.

• Ensuring any public or display areas related to the Faculty are kept up to date with relevant information.

• Keeping accurate and confidential records of Faculty activities.

• Developing excellent working relationships with colleagues in other parts of the Faculty and the Professional Services Directorates to ensure a joined up administrative journey.

• Supporting University-wide events and initiatives including, but not limited to, open days, applicant visit days, clearing, induction and enrolment, and graduation. This may involve occasionally working on weekends or evenings.

Minimum Qualification Level

Level 2

Essential and Desirable Skills

Essential:

• GCSE English and Maths Grade A to C or equivalent (or equivalent experience).

• Experience of working in an administrative role.

• Experience of using a variety of IT packages to a high standard, including the following: word processing packages, spreadsheets, databases.

• Experience of taking minutes and providing information at meetings.

• Experience of scheduling meetings on behalf of others.
Desirable:

• Experience of working in Higher Education.

• Experience of database management.

Training Provided

Yes