Administrative Assistant to the Director of Corporate Marketing Services. No direct line management responsibility

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1 Job Description Job Title: Administrative Assistant to the Director of Corporate Marketing Services Grade: 3 Job Family: Work Base: Hours of Work: Responsible to: Responsible for: Relationships and Contacts: Job Purpose: Administrative Chelmsford Full time No direct line management responsibility Students Colleagues External organisations Members of the public Commercial agencies To provide effective administrative support to the (CMS). Principle accountabilities: 1. Provide a range of clerical and general office administrative support, including, initial enquiry management, diary management, maintenance of filing systems, record keeping and general office management duties. 2. Provide administrative support to the Director of CMS, including preparation of expense claims, booking accommodation and travel, and organising and providing support for meetings. 3. Maintain the CMS organisation chart. 4. Liaise with colleagues and management on behalf of the Director. 5. Oversee assigned aspects of CMS s budget, liaising with managers and financial accountants over issues of virement and journaling. 6. Maintain accurate finance records of all expense claims and ensure that these are coded to the appropriate area. 7. Keep accurate finance files and spreadsheets, along with copies of all invoices.

2 8. Maintain mailing databases for the purpose of internal distribution, as well as compiling other databases, in particular those concerning external stakeholders which may be required from time-to-time for specific PR projects or promotional campaigns. 9. Produce occasional Mail-Merge documents for large mail-outs, liaising with the Vice Chancellor s Office, as appropriate. 10. Provide occasional administrative support to the Corporate Communications Manager in relation to major corporate event management and/or stakeholder communications. 11. Attend Health & Safety Board meetings and ensure that all units within Corporate Marketing Services are fully compliant with regulations, as well as performing risk assessments for the Department. 12. Develop and implement best practice across the CMS administrative support team, including the administration of the annual staff appraisal system. 13. Such other duties temporarily or on a continuing basis, as may reasonably be required, commensurate with your grade. This is a description of the job as it is presently constituted. It is normal practice to review periodically job descriptions to ensure that they are relevant to the job currently being performed, and to incorporate any changes which have occurred or are being proposed. The review process is carried out jointly by manager and employee and you are therefore expected to participate fully in such discussions. In all cases, it is our aim to reach agreement to reasonable changes, but where it is not possible to reach agreement we reserve the right to make reasonable changes to your job description which are commensurate with your grade after consultation with you. November 2008

3 Administrative Assistant to the Person Specification ESSENTIAL DESIRABLE EDUCATION/QUALIFICATIONS Two A levels in relevant subjects or equivalent EXPERIENCE Previous administrative experience in a similar role Database development and maintenance KNOWLEDGE/SKILLS Excellent communication skills, with the ability to communicate with people at all levels Familiarity with financial procedures Ability to produce work to agreed deadlines Organised, efficient and methodical approach to routine office tasks IT literate and highly proficient in the use of Microsoft Office Ability to work on own initiative Good time management PERSONAL QUALITIES/DISPOSITION Self-motivated Ability to build positive working relationships across our University Team player Ability to work in a pressurised environment Discretion, tact and the ability to maintain confidentiality Flexible OTHER Committed to equality and diversity Willing to undertake staff development Ability to travel, as required by the job Degree Administration in a Higher Education environment Basic account handling Previous experience in a marketing or customer focussed environment Familiarity with the internet Some exposure to a marketing or customer focussed environment Familiar with data protection principles

4 Administrative Assistant to the Conditions of Service The terms and conditions of employment are the responsibility of the Board of Governors. These details are for broad information only and must not be taken as a complete or authoritative statement. In no way do they constitute a contract of employment. (a) Salary Grade 3, 19,645-22,765 per annum paid monthly in arrears by credit transfer. Commencing salary will be determined according to qualifications and experience. (b) Hours and Time of Duty The normal hours of work are 37 hours per week (Monday to Friday) at times as agreed with the Head of Department. If the nature of the work so requires, the jobholder may from time to time be required to attend meetings or do other work outside normal hours. Remuneration for overtime may be payable. (c) Holiday The holiday year runs from 1 September to 31 August. In addition to the Statutory Bank Holidays, local discretionary holidays, and days when we are closed in the interests of efficiency, annual holiday entitlement will be 24 days. If employment commences part way through the holiday year, entitlement will accrue on a pro rata basis for each complete calendar month. Holiday entitlements for part-time staff will be calculated according to the number of days and/or hours worked. (d) Medical Unless otherwise stated, the appointment will be subject to medical clearance. (e) Pension The jobholder will be eligible to join the Local Government Pension Scheme. (f) Normal Retirement Age We operate a retirement age of 65. (g) Probationary Period The first 6 months of the appointment will be a probationary period during which your suitability for the position to which you have been appointed will

5 be assessed. We reserve the right to extend your probationary period if, in its opinion, circumstances so require. (h) Date of Appointment The position is available immediately once all conditions have been met. (i) Closing date The closing date for this job is 04 December 2008 (12 noon).

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