University College London JOB DESCRIPTION. Dr Josie Goodall Programme Manager and additionally provides support to other designated staff.

Transcription

1 University College London JOB DESCRIPTION Job Title: Department / Unit: Reports to: Location: Administrative Assistant Chemistry Dr Josie Goodall Programme Manager and additionally provides support to other designated staff. UK Catalysis Hub, Harwell, Oxfordshire Grade: 6 The UK Catalysis Hub is part of the Research Complex at Harwell (RCaH), a new multidisciplinary laboratory that provides facilities for researchers to undertake new and cutting edge scientific research in both life and physical sciences and the interface between them. It is located on the Rutherford Appleton Laboratory (RAL) site on the Harwell Science and Innovation Campus, adjacent to Diamond, the new third generation Synchrotron Radiation (SR) source. Context: This will be a busy role, in a fast-paced environment, and the post holder will be expected to be adaptable, quickly assimilate information, and to establish their own support networks across UCL Responsible for: None but may occasionally allocate work to temps during busy periods/for holiday cover or supervise less experienced staff Main purpose of the job: To provide administrative support to the Project Manager. This will include diary management, arranging meetings and minute taking, logistical support with events, dealing with correspondence, responsibility for filing and other administrative support. In addition, the role requires interaction with many people within and external to UCL thus a professional attitude, willingness to help, and ability to remain tactful and assertive are required in order to adequately execute the duties outlined. Key responsibilities and outcomes: Administrative Support Provide dedicated administrative assistance to /designated staff, specifically diary management and associated paperwork, travel arrangements and attending to visitors. Provide papers and itineraries etc. in advance of meetings. Financial activities such as processing orders and expenses.

2 Deal with a range of enquiries; open post/faxes/ s and deal with correspondence using initiative and knowledge of the working of the department, faculty and UCL. Drafting replies or referring to others if required; screening phone calls, taking messages as appropriate. Provide assistance on specialist projects including carrying out internet searches and collating data for others such as co-ordinating feedback from surveys. Co-ordinate and negotiate with sometimes difficult individuals and conflicting demands in order to fit in to the schedule of line manager /designated staff. Provide support for research and teaching activities such as preparation of papers, research grants, producing PowerPoint presentations and lecture notes; use of UCL systems such as IRIS, Portico, Moodle, SiP, FiS and Library searches. Office Management Provide a first point of contact for staff, students, visitors and external agencies. Establish and maintain filing and office systems; reorganise and implement new systems as necessary. Maintain up to date handbook/guide of processes needed to effectively fulfil office duties. Check and maintain office resources such as stationery and equipment, ensuring adequate stocks and licensing up to date as applicable. Assist other members of the team as and when required ( Provide cover for colleagues during periods of absence, or assist with peaks in workload in other areas. Provide assistance on the induction of new staff, such as organising staff ID cards and demonstrating office processes Supervise temporary staff covering for colleagues or busy periods as required. Meetings and Committee Servicing Assist line manager and designated staff with the servicing of committees (including contacting attendees; booking rooms and refreshments; servicing meetings co-ordinating agenda, minute taking and all preparatory and post meeting administration). Co-ordinate and provide project and other information at meetings as required. Maintain committee documentation. Organise meetings on behalf of team such as seminars etc. Events and Liaison Assist with the organisation of events as required, including the booking of venues, catering, speakers, attendees and ensuring within agreed budgetary constraints. Liaise and communicate with external contacts such as international bodies and research councils and liaison with internal contacts such as UCL HR, Finance, and other departments

3 Maintain databases for events such as invitation lists and expenditure. Other duties The role may additionally be responsible for one or more of the following, or other similar activities:. Maintain the department s website with up-to-date academic research, information and news pertinent to the needs of the department. Process requests for room bookings using bespoke online system. Manage the department s reception desk, supervising the receptionists, providing cover and meeting and greeting visitors in a helpful manner. Undertake training and responsibility for Fire Evacuation/First Aid/Safety as required. This job description reflects the present requirements of the post, and as duties and responsibilities change/develop, the job description will be reviewed and be subject to amendment in consultation with the post holder. The post holder will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager or Head of Department/Division. The post holder will actively follow UCL policies including Equal Opportunities policies and be expected to give consideration within their role as to how they can actively advance equality of opportunity and good relations between people who share a relevant protected characteristic and people who do not share it. The post holder will maintain an awareness and observation of Fire and Health & Safety Regulations.

4 University College London PERSON SPECIFICATION This is a specification of the qualifications, experience, skills, knowledge and abilities that are required to effectively carry out the responsibilities of the post (as outlined in the job description) and forms the basis for selecting a candidate. E=Essential D=Desirable Job Title: Administrative Assistant Knowledge, Education, Qualifications and Training Minimum of 5 GCSEs at Grade C or above (Including Mathematics and English Language) or equivalent, or having acquired relevant experience. Educated to A level standard, or equivalent, or having acquired relevant working experience. Skills and/or Abilities Computer literacy and familiarity with the Microsoft suite of software to intermediate level in Word, Excel, , Outlook, diary management software and the internet. Good interpersonal skills which enable the post holder to tactfully and assertively communicate with others, and to develop effective, professional working relationships across UCL and externally. The ability to answer telephone enquiries and draft correspondence, minutes and summaries in a clear, concise and logical format, whilst maintaining an acceptable level of accuracy and attention to detail. Proven consistent ability to meet tight individual and group deadlines and to manage one s own workload through effective prioritising, time management and organisational skills. A commitment to customer focus and the need to provide an efficient, professional and effective service to the many users and contacts both internally at all levels of the organisation and externally. The ability to be discreet and maintain confidentiality when dealing with a variety of student and staff data. E D

5 The ability to deal with sensitive information in a professional manner. Ability to use Powerpoint to co-ordinate presentations on behalf of others. A high level of literacy (including experience of drafting minutes of meetings and correspondence) and an excellent standard of written and spoken English. Ability to proofread correspondence on behalf of others, ensuring accuracy and a close attention to detail. Experience Proven experience of providing effective administrative support in a complex organisation, including the effective management of a complicated diary. Experience of servicing and taking notes of meetings, and ability to transcribe notes accurately and clearly. Experience of processing invoices and expenses using online systems such as UCL s Financial Information System (FIS) Experience of organising committees and meetings. Experience of organising and managing events. Experience of working with limited supervision and taking responsibility for meeting service standards and agreeing targets and workloads. Proven experience of working as a creative and proactive member of a team. Experience of working within a HE or research environment. Other requirements Due to the nature of the role the role holder will be expected to work at evening/weekend events occasionally. Additional requirements (Role Specific) Knowledge and experience of effectively updating web pages.

6 TERMS AND CONDITIONS SALARY The post is graded as Grade 6 and is a part-time post, four days a week, the salary for which ranges from 24,298 to 28,982 per annum), pro rata. Progression through the salary scale is incremental. Cost of living pay awards are negotiated nationally and are normally effective from 1st August each year. PROBATION Appointments are subject to receipt of satisfactory references and a probationary period of 6 months. General terms and conditions for Support Staff Please go to the link at: TO APPLY Apply online at: Search under Ref no: You will need to register to use the system if you have not used it before. and are able to do this after you have clicked on the 'Apply now' button at the bottom of the online advert. Thank you for your interest in this post and the Department of Chemistry at UCL