JOB DESCRIPTION. 5. ORGANISATION CHART: Reports to the Institute of Medicine Administrator. Institute of Medicine Directors

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1 JOB DESCRIPTION 1. JOB TITLE: Administrative Assistant 2. HRMS REFERENCE NUMBER: HR ROLE CODE: FINADMIN01 4. DEPARTMENT: Institute of Medicine (IoM) 5. ORGANISATION CHART: Reports to the Institute of Medicine Administrator Institute of Medicine Directors Departmental Administrator Planning & Project Officer Administrative Assistant 1 Administrative Assistant 2 6. JOB PURPOSE: The role of the Administrative Assistant is to provide key secretarial support for the IoM management team Group, acting as a point of contact for the IoM and providing information requested by staff, students and external stakeholders. This Administrative Assistant role supports the Departmental Administrator in undertaking these duties and is responsible for organising/supporting Institute meetings, keeping accurate and up-to-date records of Institute activity and records, such as Programme Risks, Change Logs and Communications. The post-holder will work closely with colleagues in the administrative team and members of academic staff.

2 7. BACKGROUND INFORMATION: The IoM, is a new Institute for the University that will embrace the distinctive area of expertise in teaching, research and enterprise in Medicine. The Institute has four key functions with underpinning objectives: 7.1 Education Develop and deliver medically focused Postgraduate Educational programmes. Develop and deliver Continuous Professional Development programmes suitable for medical and other health and social care professions. Development of a General Medical Council accredited and Health Education England approved and commissioned undergraduate Medical Curricula. Developing strategic partnerships that establish the opportunities, structures and processes to allow the creation of a new Medical School. 7.2 Research Provision of high quality research degree supervision. Develop and collaborate on research programmes with the Countess of Chester Hospital and other Hospital Trusts, Community Health Providers and General Practices that have relevance at local, regional, national and international levels. 7.3 Innovation Establishing publishing ventures in the Medicine and related fields. 7.4 Clinical Enterprises Developing and delivering appropriate and relevant clinical service. 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communicating Effectively Responsible for answering on a daily basis routine external enquiries related to the work of the Institute, including programme and module information. Responsible for answering routine enquiries from existing Institute students. As the point of expertise in the Institute, explaining detailed University procedures (or similar) relating to staff leave, travel booking and expenses on a daily basis. To take minutes at Institute meetings on a regular basis. To ensure that Institute pages on the Corporate Website and University intranet are kept up-to-date. To manage Institute and written in-tray correspondence.

3 8.2 Leadership and Working Collaboratively The role holder is expected to work as an effective member of the administrative team. The role holder is expected to liaise with academic staff within the department to secure data required by the Directors, including but not limited to academic staff workloads and timetabling. No line management or supervisory responsibility. 8.3 Liaison and Networking As the first point of contact in the Institute, to provide information to members of staff in the wider University or stakeholders in external collaborative organisations. An active member of Institute meetings, programme meetings and the Institute team meetings. To support staff within the department in relation to the organisation of conferences, seminars and training workshops. To liaise with the Planning and Project Officer in the production of marketing materials as required by the department. 8.4 Delivering a High Quality Standard of Service To provide a high level of customer service to all stakeholders, including prospective and current students, and staff of the Institute. To support the Directors and the Planning and Project Officer, where appropriate, with general secretarial work, including diary and management. 8.5 Effective Decision Making When responding to queries, to take informed independent decisions on how to respond and process, or who to refer them to. To make collaborative decisions with colleagues within the administrative team on changes to operational processes affecting administrative operations across the Institute. To provide advice to Directors, to enable them to take a decision on purchasing, e.g. teaching materials or office furniture. 8.6 Planning and Organising Self and Others To take responsibility for planning and prioritising own work, within the requirements of the role as determined by the Administrator. To plan and prioritise own work. To service and agenda staff meetings as required, and support specifically but not exclusively the Programme Boards, Institute Management Group and Exam Boards. To coordinate Director diaries and travel arrangements 8.7 Innovation and Improvement (Effective Problem Solving) To resolve standard problems that arise, with reference to the Stakeholders, Faculties and Directors, where applicable. To put new approaches or preventative measures in place to avoid reccurrence of problems.

4 Amend and manage risk logs, action plans and change logs, as advised by the IoM team. 8.8 Analysis and Research Gathering, inputting and manipulation of student data to produce reports in order for the information to be interpreted by the Directors. 8.9 Sensory and Physical Demands Standard for office work Work Environment Office environment with no responsibility for the health and safety of others beyond due care 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 Institute. To participate in team development activities Teaching and Learning Support To sign post students to appropriate support contacts as required. To maintain log of Institute Coaches & Mentors contact details Knowledge and Experience The post holder will have sufficient knowledge or expertise to work on day to day issues in their own area without direct or continuous reference to others. See person specification, below, for more details General To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you To take responsibility for upholding and complying with the University s Equality and Diversity policies and for behaving in ways that are consistent with fair and equal treatment for all To comply with all University Health and Safety policies.

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6 PERSON SPECIFICATION Job Title: Administrative Assistant Department: Institute of Medicine PERSON SPECIFICATION Criteria / Method of identification Qualifications: 2 A levels or equivalent. Degree or equivalent level qualification. ECDL or equivalent (if no formal IT qualification is held you will be asked to obtain the ECDL upon appointment). certificates certificates Interview/ certificates Proven Experience: Relevant experience within an administrative role. Experience of working in a Higher Education environment. Computer literacy, including Microsoft Office applications, Word, Excel, Powerpoint and Outlook. Skills in data analysis Delivering academic and service excellence: interview interview interview/ Test Interview/ Test Attention to detail. Application Form/Interview/ Test Managing self and inspiring others: Experience of co-ordinating the work of others. The ability to prioritise own and others work and use resources effectively. Working together: High level communication skills; both written and verbal. The ability to work effectively with others as a competent team member and co-ordinator. Organisational and stakeholder awareness: interview interview/ Test interview/ Test interview Ability to solve problems in accordance with procedures. Interview/ Test 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.

7 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)

8 TERMS AND CONDITIONS OF EMPLOYMENT INSTITUTE OF MEDICINE ADMINISTRATIVE ASSISTANT SALARY SCALE University Scale OS4, points 11-14, 18,031-19,632 per annum payable monthly in arrears. 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. HOURS OF WORK 36.5 hours per week to be worked as follows:- Monday to Thursday 9.00am pm Friday 9.00am pm (less one hour for 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. 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 per annum 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 operates two pension schemes for support staff: The default scheme is the Higher Education Defined Contribution Scheme (HEDCS), which is administered by Friends Life. The Cheshire Local Government Pension Scheme, to which the University is an admitted body. All support staff are entitled to participate in one of these schemes. Some staff will be automatically enrolled into a scheme, depending on their age and earnings, but if they do not wish to remain a member of the scheme, they will be entitled to opt out after enrolment. 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.

9 CLOSING DATE Applicants can apply for the post via our Online Recruitment Website quoting reference number HR14132 by Tuesday 20 th January 2015.