JOB DESCRIPTION. 1. JOB TITLE: Administrative Assistant (Based at Clatterbridge Hospital)

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1 JOB DESCRIPTION 1. JOB TITLE: Administrative Assistant (Based at Clatterbridge Hospital) 2. ROLE CODE: FINADMIN01 (HRMS/11127) 3. DEPARTMENT: Faculty of Health and Social Care 4. ORGANISATION CHART: Reports to the Office Services Co-ordinator (OSC) 5. JOB PURPOSE: To operate as a member of the Faculty to support the administrative work for its departments, programmes of study and other Faculty business/project work requirements. To ensure the provision of a full range of administrative duties. To undertake relevant duties as requested by their line manager (OSC)/Faculty Administrator. 6. BACKGROUND INFORMATION: The Faculty of Health and Social Care is a multi-site organisation. The business of the Faculty is to provide pre-registration and post-registration studies for nurses, midwives and social workers that lead to a professional/academic qualification as well as provide a variety of foundation, undergraduate and postgraduate degrees. The main purchasers of the Faculty s business are the hospital and community NHS trusts of Chester, Crewe, Macclesfield, Warrington and Wirral. The Faculty has four sites: Riverside is located in Chester - this is the central administrative base. Wirral is located at Clatterbridge Hospital. Leighton is located in Leighton Hospital. Warrington is located at Warrington campus 7. WORK PERFORMED AND/OR KEY RESULT AREAS: 7.1 Communicating Effectively To deal with callers, routine telephone and queries received by the Faculty, referring on where necessary. To send routine correspondence relating to the work of the Faculty. To take minutes at Faculty committees/ working groups/ formal meetings. 7.2 Leadership and Woking Collaboratively The role holder will form part of a team of administrative staff across the four sites. Provide cover for other staff as necessary. No line management or supervisory responsibility. 7.3 Liaison and Networking The role holder will be required to carry out standard day to day liaison between academic staff, students and external customers using existing procedures. 7.4 Delivering a High Quality Standard of Service To provide a high level of customer service to all customers, including students and staff.

2 7.5 Effective Decision Making When responding to queries, to take independent decisions on how to respond and who to refer queries to. 7.6 Planning and Organising Self and Others To plan and prioritise own work, within the requirements of the role as laid out by their line manager. 7.7 Innovation and Improvement (Effective Problem Solving) The role holder will be expected to use their initiative to solve standard day to day problems within the remit of the role, referring more complex issues to others as appropriate. 7.8 Analysis and Research Gathering and inputting of data, maintaining databases. 7.9 Sensory and Physical Demands Standard for office work 7.10 Work Environment Office environment with no responsibility for the health and safety of others beyond due care 7.11 Pastoral Care and Welfare Expected to show basic sensitivity to colleagues and customers Team Development To provide information and guidance on administrative processes to any new members of staff in the Faculty. To ensure that colleagues are aware of his/her daily tasks in order that workloads can be covered in periods of absence Teaching and Learning Support This is not a requirement of the role 7.14 Knowledge and Experience The role holder must possess: 5 GCSEs at A* - C (including Maths and English) or equivalent. 2 A levels or equivalent. ECDL qualification or equivalent computer qualification. A minimum of 2 years experience in an administrative post and a sound familiarity with office routines and procedures. Experience of taking minutes of meetings. A good knowledge and experience of using MS Office, including Word and Excel. A flexible approach to work with the ability to organise own workload and to work effectively under pressure and to deadlines. Good communication skills, both written and verbal. Well-developed interpersonal skills, tact, discretion, confidentiality. The ability to be self-motivating and work alone on own initiative. Ability to work effectively in a team and to relate positively to other people contributing to the smooth operation of the team. A full driving licence and use of own car (this is essential as there will be a requirement for the post holder to visit or work on other locations). Reliability in time-keeping and attendance.

3 PERSON SPECIFICATION Job Title: Administrative Assistant Department: Health and Social Care Criteria / Method of identification Qualifications: 5 GCSEs at A* - C or equivalent (incl. Maths and English) 2 A Levels or equivalent ECDL qualification or equivalent computer qualification Typing qualification (such as RSA/OCR Text Processing) ECDL Advanced or equivalent Proven Experience: Minimum of 2 years experience in an administrative post and sound familiarity with office routines and procedures Experience of taking minutes of meetings A good knowledge and experience of using MS Office, including Word and Excel Delivering academic and service excellence: A flexible approach to work with the ability to organise own workload and to work effectively under pressure and to deadlines. Good communication skills, both written and verbal Managing self and inspiring others: The ability to be self-motivating and work alone on own initiative A full driving licence and use of own car, due to traveling to other sites Reliability in time keeping and attendance Form/ Form/ Form// Test Working together: Ability to work effectively in a team and to relate positively to other people contributing to the smooth operation of the team Organisational and stakeholder awareness: Well-developed interpersonal skills, tact, discretion, confidentiality Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage. Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Method of identification is where the selection panel will match the candidate s skills and abilities to the required criteria outlined (i.e. application form, interview, test)

4 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT FACULTY OF HEALTH AND SOCIAL CARE ADMINISTRATIVE ASSISTANT CLATTERBRIDGE HOSPITAL SALARY SCALE University Scale OS4, 17,329-18,868 per annum, payable monthly in arrears. HOURS OF WORK Monday Wednesday Thursday & Friday 8.30am 4.30pm (less ½ hour lunch each day) 8.30am 4.00pm (less ½ hour lunch each day) A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. The Faculty of Health and Social Care operates a flexi-time policy. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the post-holder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOLIDAY ENTITLEMENT 22 days per annum (pro-rata during the commencement and cessation years), rising to 27 days after five years' continuous service. Two extra statutory days during the Christmas period. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University is an admitted body to the Cheshire local government pension scheme. All support staff are eligible for membership of the scheme, and upon appointment, will be asked to indicate whether or not they wish to join the scheme. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy. PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Completed application forms should be returned to HRM Services, University of Chester, Parkgate Road, Chester, CH1 4BJ, no later than Monday 21 st May 2012 quoting reference number HRMS/11127.

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