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Administrator (4622-22)

Faculty Central (FEPS)

Location:  Highfield Campus
Salary:   £11.80 per hour
Closing Date:  Sunday 27 November 2022
Interview Date:   To be confirmed
Reference:  U2065922GN

Start Date:

3rd January 2023

End Date:

31st March 2023

Location:

Highfield Campus

Hours:

36 Hours per week (Mon-Fri)

 

Job Purpose:

Provide comprehensive, effective and efficient administrative and operational support to the local academic environment through the maintenance of clear office systems and processes, including delivery of the FOS core services.   

Key Accountabilities/Responsibilities:

  • Provide high quality, value-added and flexible support and administrative service to senior academics and other members of the academic community in line with the FOS core services.
  • Act as first point of contact for a range of enquiries to ensure an effective customer service and positive student experience.
  • Financial administration including invoices and requisitions via Agresso; liaise with Finance and work within financial regulations.    
  • HR administration including staff recruitment (using e-recruit), visitor arrangements, academic appraisal, probation, promotion, and induction; maintaining accurate records and ensuring compliance with university / faculty policies and systems.
  • Provide effective and efficient administrative / secretarial support to meetings and working groups as required, taking accurate notes, ensuring reliable record keeping and managing actions effectively.
  • Organise, support and (if required) attend events (seminars, workshops, visitor lectures) ensuring all activities and deliverables run efficiently by co-ordinating diaries, booking venues, setting and communicating programme schedules, liaising with appropriate key stakeholder groups, managing hospitality and visitor arrangements.
  • Share and exchange key information and identify areas of best practice, contributing to the development of office administrative systems, working with colleagues across the faculty.
  • Build and use a good working knowledge of university / faculty / school administrative systems and structures to identify solutions to a range of enquiries and provide advice and guidance. 
  • Travel to other Faculty/University sites and flexible hours of work may be required for events, meetings etc.

 Essential Skills:

  • Ability to produce clear, accurate and concise written documentation within agreed time scales.
  • Good numeracy skills.
  • Previous work experience within a busy administrative / secretarial support role and / or customer-focused environment.
  • Excellent IT skills, including standard Microsoft Office packages and confidence working with new technologies.
  • Experience of analysing data and presenting reports and summary information clearly.  
  • Ability to organise and prioritise own work effectively and follow / implement procedures in order to produce work to a high standard and to required deadlines.
  • Able to contribute to team efficiency through sharing information and constructively supporting others.
  • Able to maintain good working relationships across a range of colleagues, customers and stakeholders.
  • Ability to take ownership for own workload and help to resolve first level administrative enquiries on behalf of professional services.
  • Evidence of good interpersonal and customer service skills.

 Desirable Skills:

  • Experience of monitoring a small scale budget (eg stationery).
  • Knowledge of university systems such as Agresso, Planon, e-recruit and working with travel management systems.
  • Understanding of and experience in providing administrative support for equality, diversity and inclusion activities.
  • Experience of editing staff newsletter.
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We believe equality, diversity and inclusion are fundamental to making the University of Southampton a welcoming, vibrant and successful organisation. Having a diverse workforce, inclusive of people of all ages and beliefs, from different racial, educational and social backgrounds opens up a wealth of possibilities, makes us more creative and accelerates our impact on society. We welcome applicants that value the diversity of our community and are willing to play their part in supporting the mission of inclusivity. 

Please note that applications from agencies will not be accepted unless indicated in the job advert.


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