Administrative Assistant [Maternity Cover] (Part Time)
About the role
This varied and rewarding part-time role places you at the centre of a dynamic teaching department, where you'll play a key part in keeping the administrative function running smoothly and efficiently.
Working closely with the Department Administrator, you will provide broad administrative support across the team. This will include supporting onboarding and offboarding processes, building inductions, co-ordinating the use of facilities and equipment, and maintaining effective office systems and procedures. You will also contribute to continuous improvement by contributing to administrative process reviews.
As Administration Assistant you will take responsibility for a range of financial administrative tasks, including monitoring budgets, processing invoices and orders in line with regulations, and liaising with finance colleagues to ensure timely payments. You'll help maintain efficient, compliant processes while identifying opportunities for Departmental improvement.
The role also supports key annual activities such as issuing appointment letters for safety roles, updating essential departmental documentation, and preparing staff leave schedules.
At busy times of year, you'll assist with academic year preparations, including managing student access systems. You'll also help deliver Departmental events, coordinating logistics such as catering, accommodation, and event arrangements.
In addition, you will work with the Outreach and Communications Co-ordinator to support internal and external communications, maintaining website and intranet content, supporting with file storage and access, and assisting with AV and IT setup for events and activities. You will also support with copy writing, producing content for news stories shared on the departmental website and on social media.
Key responsibilities
- Providing administrative assistance for the Department Administrator.
- Overseeing financial processing, including purchase orders, invoices and expenses.
- Assisting the Outreach and Communications Co-ordinator with the Department's intranet, website and file storage systems.
- Providing administrative support with the Department's safety documentation.
- Working with academic and administrative staff across the Department, and liaising with Faculty staff where appropriate, such as the Faculty Finance Team
About you
You will bring energy, enthusiasm, and a positive, solutions-focused approach to the role, enjoying the opportunity to make a real difference to the student experience. Comfortable working both independently and as part of a supportive team, you will bring the following skills and experience:
- Strong organisational skills, with a keen eye for detail and pride in delivering accurate, high-quality work
- Experience in a university administrative environment, with an understanding of financial processes, including CUFS, SoftCo and Concur
- Excellent communication and interpersonal skills, and a friendly, approachable manner
- Experienced user of Microsoft Office, in particular Word and Excel
- Experience with content management systems, including Drupal
- Experience of writing content shared with external audiences
- High level of accuracy in all aspects of work
- A professional, discreet approach, with a clear appreciation of the importance of confidentiality
- Educated to A level standard, NVQ level 3 or 4, or equivalent level of practical experience
- A good general education, including GCSEs (or equivalent) in English and Maths
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