POSITION DESCRIPTION. Administrator 1FTE. Library, Teaching and Learning

Transcription

1 POSITION DESCRIPTION Administrator 1FTE Library, Teaching and Learning Vacancy: April 2015

2 POSITION DESCRIPTION Administrator (1fte) Vacancy Context In January 2011 Lincoln University made a strategic decision to bring together the activities of the University Library and TALS (Teaching and Learning Services) into a single unit. The new entity is Library, Teaching and Learning (LTL). The prime focus of the LTL team is to develop and deliver a range of academic services which support excellence in the learning, teaching and research aspirations of the University. In a world that is increasingly digital LTL leverages the digital paradigm through Ensuring Lincoln University students and staff have sophisticated connections to global and national knowledge networks which support their learning, teaching or research activities. The Virtual Learning Environment (VLE) encourages and develops a range of learning experiences which reflect and respect the way students prefer to manage their own learning The principles of Open Access (OA) which ensures that Lincoln University s intellectual assets are disseminated and communicated in a way that maximises their impact Encouraging excellence in teaching and research methodology by supporting the development of academic staff in their dual professional (teaching and research) roles Supporting and developing the multiple literacies of student and staff need to be successful in the digital environment. Purpose The primary purpose of the role is to: Provide administrative support to the LTL staff to help ensure effective and efficient LTL services. Key Outputs Undertake administrative, secretarial and general office duties including minute taking at meetings Provide administrative support to LTL Leadership Group as required Key Performance Indicators Duties are performed in an efficient, helpful, courteous and timely manner Support provided in an effective and efficient manner Be able to undertake the tasks of the Senior Administrator/Personal Assistant in their absence and coordinate duties with the Senior Administrator/Personal Assistant to ensure they can carry out back-up duties in absence of Administrator Effective backup is provided as required Provide specific administrative support to the Learning, Teaching and Research Group. Organise events and training courses, manage bookings, provide statistical reporting and assist 2

3 Key Outputs Answer LTL first contact phone calls and other points of contact as appropriate Key Performance Indicators with administration of the Lecturer and Subject Evaluations Questionnaires Maintain competency in Alma and other software as appropriate. Process invoices, orders and other financial transactions Financial transactions are processed in an accurate and timely manner Help design, prepare and layout print and electronic documents and publications including the LTL Blog Word processing is accurate and publications are of a high professional standard. Leadership is provided in maintaining a high standard in regard to the LTL visual and written profile within LTL and across the University Manage multi-functional device issues, supplies, use statistics and fault reporting A high level of service is maintained for staff and public use Arrange routine building and facilities maintenance in consultation with the relevant member of the LTL Leadership Group The physical environment is maintained to a high level Administer the handling of outgoing mail particularly the inter-library loan service and distribution of incoming mail Mail is distributed in an efficient and effective manner Maintain expertise and provide support to LTL staff in using Microsoft Office products Help manage LTL records to help meet Public Record Act compliance and allow efficient retrieval of records Undertake other duties as assigned by the Director of LTL or the LTL Leadership Group LTL staff are supported in their work and they gain knowledge to use productivity tools effectively Records systems are efficient and effective. An active contribution is made to the development and achievement of LTL mission and goals Treaty of Waitangi Support the University to meet its obligations under the Treaty of Waitangi. Health & Safety (H&S) Becomes familiar, and complies, with all H&S policies and procedures. Complies with all Lincoln University legislative requirements in respect of occupational H&S. Demonstrates, and encourages others to demonstrate, support for the University s commitment to the Treaty of Waitangi. Support the University s Whenua Strategy and implementation plans as they relate to research. All Lincoln University legislative requirements in respect of H&S are complied with. All HSNO requirements are being met. Infectious diseases are notified immediately. 3

4 Key Outputs Reports any hazard that has come to your attention Key Performance Indicators All accidents, incidents and near misses are reported immediately. Modularity This position is 1 FTE Accountability The LTL Administrator reports to the Director of Library, Teaching and Learning and the relevant LTL Leadership Group member Staff Supervised The LTL Administrator does not supervise staff. Staff Responsibility The LTL Administrator does not have responsibility for any staff. Key Relationships The LTL Administrator is expected to establish effective working relationships with: Senior Administrator and PA to the Director of LTL LTL staff Staff of Finance and Human Resources sections LTL users including University staff, students and outside users Relevant external clients, suppliers and organisations Person Specification Qualifications A good general education up to year 13 Secretarial or business studies qualification Experience An appropriate level of administrative and / or secretarial skills and experience 4

5 Technical Skills A comprehensive knowledge of common office software packages, especially Word, Excel, Outlook and Web browsers Skills and experience in database software, desktop publishing and web publishing, including Microsoft Publisher Sound planning and organisational skills to achieve specific tasks and objectives Proven ability to exercise initiative, problem solving skills, judgement, discretion and integrity Ability to communicate effectively, both orally and in writing The ability to accurately collect, compile, collate relevant data Proven ability and reliability to follow through on issues and actions to facilitate the smooth operation of LTL services Personal Attributes The ability to relate to staff at all levels, to work effectively as a member of a team and to lead teams Helpful and positive manner and a desire to provide a high level of LTL service Accuracy and attention to detail A willingness to learn new skills, particularly in relation to new technology 5

6 CONDITIONS OF APPOINTMENT GENERAL STAFF Term of Appointment This is a continuing appointment. Hours of Work This is a full-time appointment of 37.5 hours per week. Remuneration Salary on commencement will be commensurate with qualifications and experience. Employment Agreement If the appointee chooses to become a union member, the appointee will be bound by the Lincoln University General Staff Collective Employment Agreement. It contains a comprehensive range of conditions of employment for this position. Otherwise the appointee will have an Individual Employment Agreement based on the Lincoln University General Staff Collective Employment Agreement. The conditions outlined in this document are indicators of some of the key items of that agreement. Annual Leave Annual leave entitlement is five weeks per annum. The appointee is also entitled to statutory holidays in accordance with the Holidays Act. In addition, the appointee is entitled to the last working day before Christmas Day, the three working days between Christmas and New Year, and Easter Tuesday, as University holidays, in accordance with the Lincoln University General Staff Collective Employment Agreement. Health and Safety The appointee will work and act at all times in compliance with all Lincoln University requirements in respect of occupational health and safety. University staff can join the Recreation Centre on campus. The Centre offers a wide range of facilities and services, for example: gymnasium, weights room, exercise classes, fitness assessments, massage, squash courts. Other Further information about Lincoln University can be found on our website:

7 Method of Application All applications must include a Lincoln University application form, CV and covering letter. Electronic applications can also be made online at Enquiries can be made to: The Human Resources Administrator Phone: jobs@lincoln.ac.nz Applications should be sent to: The Human Resources Director PO Box 85084, Lincoln University Lincoln 7647, Christchurch New Zealand 7