Senior Administrative Assistant - Derby, United Kingdom - University of Derby

University of Derby

Verified Company

Derby, United Kingdom

6 days ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job details:

Department

Marketing and Communications

Responsible to

Associate Director

Location

Kedleston Road, Derby Campus

Salary

£23,343 to £25,143 per annum (for exceptional performers, there is scope for further progression up to £28,914 per annum)

Closing date

Sunday 10 March 2024

Contract type

Permanent

Post type

Full-time

Reference

0058-24

About the role:

As Senior Administrative Assistant, you will proactively co-ordinate the administration activities associated with a full External Relations service. You will primarily support the development and enhancement of the systems that are used across the External Relations portfolio.

The purpose of the role is to support the Associate Directors to deliver an outstanding External Relations experience to stakeholders across the university.

This post will be based within the External Relations Directorate, aligned to one of the Associate Directors.

Interview date - 19th March 2024

Principal accountabilities:

To provide first line contact support to staff accessing External Relations services, identifying trends in queries and scoping improvements to services.
To ensure the External Relations processes are being accessed and used effectively in line with protocols and guidelines, this may involve creating new documents, maintaining trackers, supporting internal audits, as determined by the Associate Director.
To undertake project work, research information and create draft documents, developing project plans, servicing meetings, preparing briefing papers, following up on actions.
To develop and maintain mechanisms for the recording, updating and retrieval of information and provision of data, operating with a high level of attention to detail,_ _including use of Customer Relationship Management (CRM) systems.
Coordinate appointments, arrange and organise meetings, as appropriate.
To maintain, review and update information held on the intranet site.
To provide cover for the administrative support for External Relations project work, which includes seeking, researching and interpreting key data, managing communication, producing project timelines (e.g. Recruitment campaigns) and assisting the team with a range of internal events and meetings.
To support the Associate Director and their teams to market and promote our services to ensure maximum participation in events, such as open days.
To follow the financial regulations to raise purchase requisitions, track orders and invoices ensuring effective and accurate records to be able to provide a full picture of spend against budget for a defined area.
To maintain a highly professional and people centred approach, including role modelling the University's values & behaviours.
Provide support for key University and Departmental events e.g. Enrolment and Awards Ceremony, Away Days, Social Events.

Person specification:

Essential Criteria:

Qualifications:

GCSE or equivalent Maths and English (Grade C minimum or equivalent)
A Levels, or equivalent experience
IT related qualification up to Level 3, or relevant demonstrable experience

Experience:

Experience of working in a busy customer service environment
Administrative/office experience

Skills, knowledge and abilities:

IT literate experience using Microsoft packages to a high standard, Excel, Outlook, Word and PowerPoint
Understanding of confidentiality and sensitivity
Ability to demonstrate a strong customer service ethos to both internal and external stakeholders
Ability to consistently produce accurate written communication that is well structured
Excellent communication skills both written and verbal
Ability to work in a team and on own
Accuracy and attention to detail
Ability to react positively to frequently changing priorities and deadlines, and deal with unforeseen circumstances.

Business requirements:

Willingness to work flexibly and be responsive to business needs and customer expectations, including some late, evening and weekend work
Willingness and flexibility to travel and work between University and external sites in a cost effective and timely manner

Benefits:

As well as competitive pay scales, we offer generous holiday entitlement.

We also offer opportunities for further salary progression based on performance, and the opportunity to join a contributory pension scheme.