THE UNIVERSITY OF MANCHESTER PARTICULARS OF APPOINTMENT FACULTY OF BIOLOGY, MEDICINE & HEALTH SCHOOL OF BIOLOGICAL SCIENCES

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1 THE UNIVERSITY OF MANCHESTER PARTICULARS OF APPOINTMENT FACULTY OF BIOLOGY, MEDICINE & HEALTH SCHOOL OF BIOLOGICAL SCIENCES NEUROSCIENCE & EXPERIMENTAL PSYCHOLOGY ADMINISTRATIVE ASSISTANT VACANCY REF: BM&H Salary: Hours: Duration: Location: Responsible to: Grade 3 19,828 to 21,605 per annum 35 hours per week Permanent University of Manchester Campus Helen Haslam-Mousawi, Division Operations Officer & Deputy Head of School Operations Enquiries about the vacancy, shortlisting and interviews: Name: Helen Haslam-Mousawi, Division Operations Officer helen.haslam-mousawi@manchester.ac.uk Faculty of Biology, Medicine and Health Introduction to the University of Manchester and the Faculty of Biology, Medicine and Health The University of Manchester is the largest single-site university in the UK with around 38,000 students and more than 11,000 staff. We aim to become one of the top 25 research universities in the world by 2020 and are committed to delivering an outstanding teaching and learning experience; contributing to the social and economic success of local, national and international communities; producing the highest calibre graduates; and developing our staff to be amongst the very best of their peers. To achieve our ambitious goals we aim to attract and retain the very best people to work across a range of academic disciplines and support functions. The Faculty of Biology, Medicine and Health (FBMH) The Faculty of Biology, Medicine and Health will be created on 1 August 2016 when the Faculty of Life Sciences and the Faculty of Medical and Human Sciences will be brought together in a

2 new, integrated structure to deliver a truly translational approach to the life sciences, ensuring smooth research pathways - from pure discovery science through to clinical application and patient care. With a total annual income of over 300 million, and over 3,000 members of staff, the new Faculty will be comparable in size to a medium-sized UK university. Thirty undergraduate and 90 postgraduate programmes will offer our 11,000 students opportunities to develop the skills and knowledge they need for a successful career. The Faculty s matrix structure will facilitate interdisciplinary working and enable us to learn from each other and share best practice; and our eight, strategic Research Domains will help to articulate our research strengths, drive large-scale, collaborative research activities and strengthen relationships with our research and healthcare partners. The integration of discovery biology, clinical application and patient care within a single Faculty, particularly in a region with notable health inequality, provides us with a real opportunity to have a very significant and positive impact on people s lives. Our strategic partnerships The new Faculty will inherit a number of key strategic partnerships that underpin its ambitions to develop ground-breaking research. Working alongside six local NHS Trusts, the Faculty will be a key member of the Manchester Academic Health Science Centre (MAHSC) - a federation of equal partners that unites leading healthcare providers with world-class academics and researchers. It aims to be a global centre for the delivery of applied health research and education and provide leadership for our local and regional health systems. It will also play a leading role in Health Innovation Manchester (HInM), which was launched in September 2015, as part of the UK Government s decision to devolve health and social care responsibilities to Greater Manchester. HInM offers a unique opportunity to bring together health and social care, academic and life science related business resources across the region to deliver an innovative health ecosystem that can help accelerate innovation into our local health and social care systems, enhance our global scientific standing and act as a magnet for inward investment. Key partnerships in the charitable sector include Cancer Research UK; Diabetes UK; and the Wellcome Trust; and the Faculty will also have research and funding links to a number of commercial organisations including Unilever, AstraZeneca, GlaxoSmithKline and Boots, who will help us to bring new drugs and products to the market. Working for the University of Manchester The University of Manchester strives to make our community a welcoming, caring and enthusiastic one, fuelling ambition with opportunities and support to help us all achieve our personal and professional goals. Our diverse job opportunities include an attractive benefits package with family-friendly policies that provide for flexible working. We care deeply about career and personal development, offering a structured induction programme for new staff, an annual performance and

3 development review, staff training for all career stages and mentoring opportunities to support your career development. We have a genuine commitment to equality of opportunity for our staff and students, and are proud to employ a workforce that reflects the diverse community we serve. As a global institution, situated at the heart of a lively, culturally diverse city, we welcome applicants of all nationalities. To help international job applicants plan for life in the UK, we have put together some useful information on passports and visas, travel to the UK, accommodation and a number of other practical considerations. Context of the role The primary aim of this role is to provide comprehensive and proactive administrative support for divisional staff and activities undertaken in the School. You will be a key administrative point of contact within the division and will ensure questions, issues and concerns are dealt with effectively. You will be assigned to a Division within the School, but will be employed by the School and as such may be required to support other areas, from time to time, across the School. There will be a considerable need to respond to change in the foreseeable future and the you will actively work to support senior managers in achieving this objective. You will provide PA support to Professors Allan, Green, Hooper and Pickering Brown. Main Responsibilities which will include some or all of the following and which may be amended in the light of changing priorities: Operational Provide efficient and effective administrative support to divisional staff to include: o Recording and relaying telephone and messages; filtering s; sorting the incoming mail; filing, records maintenance and archiving; ordering stationery; scanning, faxing, printing, photocopying and distribution of documents; word processing documents and preparing simple Excel spreadsheets and PowerPoint presentations. o Organising travel and accommodation for UK and overseas trips and making arrangements for visitors via Egencia. o Diary management, including using initiative when booking appointments, providing advice on attendance. o Managing room bookings. o Servicing and organising regular and ad-hoc meetings and events, including booking rooms, equipment and refreshments; collating and distributing agendas; and taking and distributing minutes. o Assisting with the preparation of paperwork relating to grant applications. o Assisting with the preparation of research papers and presentations. o Assisting with arrangements for office moves, refurbishments and IT needs when required.

4 o Submitting on line reviews for publications and grant applications. o Assisting with the proactive collection of data for the Division, including grants/contracts/conferences attended. o Assisting with the preparation of teaching materials. o Assisting with the organisation of office moves. o Assisting with maintenance of staff records, including the recording of sickness and holidays. o Assisting with the organisation of staff PDRs and other appraisals. o Assisting with tasks in relation to the recruitment of new staff to the School, according to University policy and procedure when required. Typical tasks would include: Collating information for the preparation of job descriptions; Liaison with HR staff; Responding to telephone, and written enquiries; Collating applications; Arranging interviews; Requesting references and sending out standard letters; Providing management data concerning the Division; Guiding staff and students through the Research Passport process. Provide day to day finance support to include: o Processing requisitions, orders and receipts on the iproc Oracle financial system; o Assisting with staff expense claims; o Liaising with the Finance Team to obtain financial information and reports; o Resolving basic queries. Set up and maintain accurate internal Listserv mailing lists for the circulation of information within the Division. Circulate announcements using the Faculty Intranet Announcement Service. Support or assist with, as appropriate, the population and maintenance of local databases and websites. Undertake Health & Safety duties as required, which may include acting as first aider, display screen equipment assessor and/or evacuation marshal. Assist in reporting and following up on estate matters affecting the Division. Develop and maintain good working relationships within the Division and wider School and Faculty, particularly with other administrators and other key staff across the University, including external academic partners and collaborators. General Have an understanding of and commitment to promote the University s policies and procedures to support and promote Equality & Diversity. To maintain confidentiality of information in line with data protection requirements and University policy.

5 To comply with Health and Safety requirements, including having an awareness of personal responsibilities to maintain a safe working environment. To contribute to the University s agenda for social responsibility, including sustainability. Any other duties as designated by the HoSO or Deputy HoSO. In all of the above acting proactively and exercising judgement and providing work output to a high standard and acting with the utmost professionalism, discretion, and ensuring confidentiality. Person specification: Essential skills and experience: Significant experience of working with administrative processes in a customer facing office environment, ideally with knowledge and/or experience of a higher education/nhs Trust environment. Experience of working in a process driven team environment, demonstrating an ability to be flexible and provide support for colleagues. Good communication skills, demonstrating an ability to deal with a wide range of people. Flexible and responsive to customer needs and able to provide information and guidance whilst maintaining confidentiality. Good organisational skills, and able to prioritise work in a busy environment and meet strict deadlines. Experience of working in a team environment and able to support colleagues in the delivery of objectives. Demonstrate accuracy and attention to detail. Demonstrate numeracy skills and the ability to identify problems and resolve issues effectively. Good computer skills. Demonstrable commitment to the University s strategy, vision and values. Desirable skills and experience: Experience of contributing to the organisation and smooth running of events. Experience of taking minutes. Experience of managing heavily formatted data (eg in databases, database driven online applications or large spreadsheets). Experience of authoring content for the web and of related tasks such as sourcing images, managing updates, co-ordinating with material hosted elsewhere, etc. Working knowledge of Oracle/iProc/Discoverer/Egencia/JobTrain /CMS (Website tool) and Pure.

6 Expectations and success factors To be a proactive team member and treat all colleagues and students with respect in accordance with the established PSS Behaviours. To be willing to work across organisational boundaries. To seek new knowledge and share ideas. To be open and responsive to change and innovation.