For an informal discussion please contact Sharon Davies, Local Support Team Leader

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1 Faculty of Medicine and Health Sciences Norwich Medical School ADMINISTRATIVE ASSISTANT (Maternity Cover) Ref: SC2645 The Post Norwich Medical School is seeking an efficient and effective administrative assistant to join the administrative team and support the operational delivery of the long term strategic activities of the School in key areas, principally assessment, student satisfaction and quality assurance. We are looking for someone with a strong track record of working in a busy office environment, working effectively within multi-disciplinary teams, managing competing priorities whilst maintaining accuracy and business continuity. The post holder will be someone who can work within complex, defined processes, but who is also interested in proactively suggesting improvements to ensure greater efficiency. A significant element of the role will entail provision of administrative support to assessment processes for both undergraduate and postgraduate taught programmes, which make use of secure databases and optical mark reader software. The role will also entail assisting with the production of high quality documentation of processes which requires good editing skills, version control and adherence to deadlines. Informal Discussion For an informal discussion please contact Sharon Davies, Local Support Team Leader Job Description A job description is attached as Appendix A. The precise duties will be agreed in discussion with the Manager. Person Specification The person specification for this post is attached as Appendix B.

2 The Faculty of Medicine and Health Sciences The Faculty of Medicine and Health Sciences (FMH) consists of the following Schools of Study: Norwich Medical School (MED) School of Health Sciences (NSC) The Faculty is led by the Executive Dean of Faculty, working closely with Associate Deans who share responsibility for the areas of Research, Enterprise and Engagement, Learning and Teaching, Postgraduate Research Students and Admissions. Each School of Study is led by a Head appointed from the academic staff within that School. These senior academics, together with the Senior Faculty Manager for the Faculty, the Human Resources Manager and the Faculty Finance Manager, form the Faculty Executive. Each Head of School is supported by a Faculty/School Manager and all Schools are supported by local support staff. In addition, there are functionbased hubs which provide the following University-wide services: Admissions, Recruitment and Marketing (ARM); Learning and Teaching (LTS); Postgraduate Research Students, Partnerships and Equality and Diversity (including CRB) (PPE); and Research Services (REN). GENERAL Salary Salary will be 18,031 to 20,198 per annum on Grade 4 on the single salary spine. The normal expectation is that starting salary will be at the minimum of the advertised salary scale. Starting date The post is available from 18 May 2015 and is for a period of up to 12 months to cover the maternity leave of the current post holder. The post will be terminated with a minimum of 4 weeks notice at the end of the week preceding the return of the current post holder from maternity leave. Terms and Conditions of appointment Full details of terms and conditions of employment for Secretarial & Clerical staff will be made available to the candidate to whom the appointment is offered. Annual Leave Entitlement There is an annual holiday entitlement of 20 days plus statutory (8 days) and customary (6 days) holidays.

3 Superannuation The post is superannuable under the Universities Superannuation Scheme. Entitlement to Work in the United Kingdom If you are shortlisted for interview you will be asked to bring to interview original documentary evidence of permission to work in the UK. Candidates invited to interview will be provided with a list of appropriate documents that can be provided as evidence. Please DO NOT provide this with your application. Workers from outside of the EU may be eligible to work in this role subject to their immigration status. However, due to the nature of this role and the level of qualifications required, please note that immigration legislation will not allow the University to apply for a sponsorship certificate for this post. Occupational Health Assessment Appointment will be subject to a satisfactory Occupational Health Assessment to be carried out by the University s Occupational Health Service.

4 APPLICATION AND RECRUITMENT PROCESS Your completed application form should quote reference code SC2645 and be returned by not later than 12 noon on 25 March 2015 in one of the following ways: accessed via the relevant vacancy details at then downloaded in Word format to be completed electronically then saved and sent as an attachment to or accessed via the relevant vacancy details from then downloaded in Word format to be completed electronically, then printed and posted to the Human Resources Division, University of East Anglia, Norwich, NR4 7TJ, or accessed via the relevant vacancy details from and downloaded in PDF format and printed, to be completed by hand and returned by post to the Human Resources Division at the address shown above or forms received by post from the Human Resources Division should be completed by hand or typed and returned by post to the above address. Postal applications will not be acknowledged unless a stamped addressed envelope/postcard is supplied. For paper submissions please ensure you add the correct postage to your application pack as failure to do so will considerably delay receipt by this office and may jeopardise your application for this post. Please note that feedback will not normally be provided to those applicants who are not shortlisted for this post Please note that applications received after the closing date will not normally be accepted. If you are submitting an application by post immediately prior to the closing date please contact the Human Resources Division on to let us know that your application has been posted, and if possible also send a copy by fax to or by to in order that we receive these by the closing date. Equal Opportunities Monitoring Form Please note that an Equal Opportunities Monitoring Form must be completed and returned with ALL applications, whether submitted by post or by . If submitted by , the Equal Opportunities Monitoring Form must be sent as a separate document/attachment to the Application Form.

5 The Equal Opportunities Monitoring Form will be detached from the received application before short-listing takes place and will not form any part of either the short-listing or decision making process. Referees In naming referees in your application, you are requested to give only those who can immediately be approached and one of these must be your current employer, or if not employed your most recent employer. Interviews It is anticipated that interviews and tests will in April 2015 and candidates who have not heard by 24 April 2015 should assume their application has been unsuccessful. Successful shortlisted candidates may be notified of their interview times by telephone and/or and it is therefore essential you include both of these in your application. Candidates should note that travel and incidental expenses incurred in attending the interview will not be reimbursed. This document is available in alternative formats e.g. large print, disc and on-line. If you need this document in an alternative format please contact us on , fax , or

6 APPENDIX A Job Title: Administrative Assistant Grade: 4 JOB DESCRIPTION Ref: SC2645 School/Department: Norwich Medical School Reporting to: School Manager Norwich Medical School and the Local Support Team Leader for day to day supervision Accountable to: Norwich Medical School Assessment Lead, Course Directors, Director of Learning and Teaching Special conditions: Occasional work off-site Job Function/Purpose: As part of the administrative team in Norwich Medical School, the post holder will support the operational delivery of the long term strategic activities of the School in key areas, principally assessment, student satisfaction and quality assurance. This will involve occasional working in different sites. As part of the team, the role requires the ability to work within complex, defined processes, but also to problem solve and offer proactive contributions and suggestions to ensure greater efficiency. The role will entail working effectively within multi-disciplinary teams, managing competing priorities whilst maintaining accuracy and business continuity. A significant element of the role will entail provision of administrative support to Norwich Medical School admission interviews and assessment processes for both undergraduate and postgraduate taught programmes, which make advanced use of excel, secure databases and optical mark reader software. The role will also entail assisting with the production of high quality documentation of processes which requires good editing skills, version control and adherence to deadlines. This is a general administrative role but one which requires a good level of competence and confidence in the use of IT. To assist with planning and operating the schedule of administrative support work for Norwich Medical School with particular reference to taught programmes admissions processes and assessment, includes liaising with other UEA divisions, academic staff within the Medical School and hospital trusts, ensuring timescales and deadlines are adhered to;

7 To assist with the production of exam papers, marksheets and assessment results data in a timely fashion and to high levels of accuracy and security; To provide information and guidance and to respond to enquiries as appropriate and consistent with the grade of the post; To work within multi-disciplinary teams with shared objectives but complementary skill sets; To provide a customer-focussed service for staff, students and relevant external professional, statutory, and/or regulatory bodies, including the National Health Service, including timely and appropriate communication of forthcoming deadlines; To support the Local Support Team Leader, School Manager and Faculty Manager with administrative and clerical duties as requested and commensurate with the grade; To prepare agendas and papers and to attend and minute meetings in support of the work of Norwich Medical School; To undertake data checking, verification, editorial and presentational work utilising a wide range of software including Microsoft Excel, Formic, Speedwell, Survey Monkey and Rogo To ensure a high level of version control and security of information and results including loading documents onto secure shared drives; Maintaining and updating work flow planning spreadsheets in conjunction with other team members, to include anticipating peaks of activity or competing priorities and reporting these to the Local Support Team Leader; To assist with organising staff travel and to process expense claims as required; To use word-processing and other relevant IT systems; To be a pro-active member of Norwich Medical School local support; To liaise appropriately within the School and across Schools/Faculties, with other University Services and Divisions, external bodies (including NHS colleagues and project partners), as appropriate; To maintain calendars, diaries and other work plans; To order and maintain office supplies and stationery in a timely manner;

8 To maintain and enhance (where possible) administrative systems and processes (including IT-based) with regard to Norwich Medical School, or those shared with other divisions of the University, or NHS partners; To arrange, observe and ensure appropriate security and confidentiality with regard to Norwich Medical School papers/materials; To assist with the provision of up-to-date and accurate information and data; To implement appropriate filing systems, maintaining appropriate security of data and information; To assist with the resolution of operational issues and with issues relating to the delivery of efficient and effective support to Norwich Medical School, making suggestions and proposals, as appropriate; To support the preparation and provision of relevant School events, such as student revision and feedback clinics, or staff training and development, as required by the Local Support Team Leader, School Manager or Faculty Manager; To maintain a safe office environment; To undertake any other duties as required by the Local Support Team Leader, School Manager or Faculty Manager; relevant to the grade of the post.

9 PERSON SPECIFICATION APPENDIX B Administrative Assistant (Maternity cover) REF: SC2645 CRITERIA Essential Desirable Education, Experience and Achievements A good standard of education with five passes at GCSE at Grades A- C including Mathematics and English or equivalent qualification or experience. Relevant clerical or administrative experience of working in a busy office environment with a defined cycle of work. Experience of working with Microsoft Office, Word, Excel and Outlook. Experience of working in a team. Experience of negotiating and prioritising workloads. Evidence of good customer relations in person and/or by telephone. Evidence of organisational skills in the context of office procedures and administrative systems. Secretarial/office management qualifications at NVQ/BTEC/RSA levels. Skills & Knowledge Ability to generate accurate data and information from database record systems. Confident and competent use of a wide range of IT systems with a proven ability to learn new skills. Excellent communication and interpersonal skills. Ability to work sensitively with different people's needs and communicate effectively with a wide range of people. Advanced use of Excel, use of Survey monkey and / or optimal mark reader software. Knowledge of web authoring packages.

10 Ability to gather and process information and generate accurate data on request. Understanding issues of total confidentiality with regard to assessment processes. Demonstrable communication skills in English language. Personal Attributes Self- motivated to work independently without close supervision. Ability to use own initiative and resolve simple problems, combined with ability to identify when to seek advice/approval from others. Professional and helpful verbal and written communication skills, particularly when dealing with external organisations. Willingness to undertake further training and learn new IT and other skills. Ability to promulgate best practice within the team. Ability to undertake occasional travel and off-site work to ensure the delivery of assessments.

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