Senior Administrative Assistant

Job details

Department

Marketing and Communications

Responsible to

Associate Director

Location

Kedleston Road, Derby Campus

Salary

£23,343 to £25,143 per annum (for exceptional performers, there is scope for further progression up to £28,914 per annum)

Closing date

Sunday 10 March 2024

Contract type

Permanent

Post type

Full-time

Reference

0058-24

About the role

As Senior Administrative Assistant, you will proactively co-ordinate the administration activities associated with a full External Relations service. You will primarily support the development and enhancement of the systems that are used across the External Relations portfolio. The purpose of the role is to support the Associate Directors to deliver an outstanding External Relations experience to stakeholders across the university.  

This will require frequent interaction with colleagues, customers and external stakeholders where excellent written and verbal communication skills will be required to deliver excellent customer service. You will be required to work autonomously and use initiative to resolve problems and queries relevant to your responsibilities. Strong IT capability will be essential as there will be IT/database activity on our various systems, spreadsheet work, and diary/email management. The development of the External Relations intranet site and supporting the continuous improvement of our systems is an important aspect of this role.

This post will be based within the External Relations Directorate, aligned to one of the Associate Directors.

Interview date – 19th March 2024

For further information and informal enquiries regarding the role, please contact Hannah Wright, Associate Director – Recruitment via [email protected]

For enquiries regarding your application and for sponsorship eligibility, please contact the recruitment team via [email protected]  

Principal accountabilities

To provide a high-quality customer service to both internal and external customers and colleagues, handling enquiries and responding to requests in line with timescales agreed, via telephone, email or in person.

To provide first line contact support to staff accessing External Relations services, identifying trends in queries and scoping improvements to services.

To ensure the External Relations processes are being accessed and used effectively in line with protocols and guidelines, this may involve creating new documents, maintaining trackers, supporting internal audits, as determined by the Associate Director.

To undertake project work, research information and create draft documents, developing project plans, servicing meetings, preparing briefing papers, following up on actions.

To develop and maintain mechanisms for the recording, updating and retrieval of information and provision of data, operating with a high level of attention to detail, including use of Customer Relationship Management (CRM) systems.

Co-ordinate appointments, arrange and organise meetings, as appropriate.

To maintain, review and update information held on the intranet site.

To provide cover for the administrative support for External Relations project work, which includes seeking, researching and interpreting key data, managing communication, producing project timelines (e.g. Recruitment campaigns) and assisting the team with a range of internal events and meetings.

To support the Associate Director and their teams to market and promote our services to ensure maximum participation in events, such as open days.

To follow the financial regulations to raise purchase requisitions, track orders and invoices ensuring effective and accurate records to be able to provide a full picture of spend against budget for a defined area.

To maintain a highly professional and people centred approach, including role modelling the University’s values & behaviours.

Provide support for key University and Departmental events e.g. Enrolment and Awards Ceremony, Away Days, Social Events.

Person specification
Essential Criteria
Qualifications

• GCSE or equivalent Maths and English (Grade C minimum or equivalent)
• A Levels, or equivalent experience
• IT related qualification up to Level 3, or relevant demonstrable experience

Experience

• Experience of working in a busy customer service environment
• Administrative/office experience

Skills, knowledge and abilities

• IT literate – experience using Microsoft packages to a high standard, Excel, Outlook, Word and PowerPoint
• Understanding of confidentiality and sensitivity
• Ability to demonstrate a strong customer service ethos to both internal and external stakeholders
• Handling enquiries and responding to requests in line with timescales agreed, via telephone, email or in person
• Ability to consistently produce accurate written communication that is well structured
• Excellent communication skills both written and verbal
• Ability to work in a team and on own
• Accuracy and attention to detail
• Ability to react positively to frequently changing priorities and deadlines, and deal with unforeseen circumstances.

Business requirements

• Willingness to work flexibly and be responsive to business needs and customer expectations, including some late, evening and weekend work
• Willingness and flexibility to travel and work between University and external sites in a cost effective and timely manner

Benefits

As well as competitive pay scales, we offer generous holiday entitlement. We also offer opportunities for further salary progression based on performance, and the opportunity to join a contributory pension scheme.

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How to apply

You can apply by submitting an online application. Once you have signed in or registered with us you will be able to begin your application. If you are creating an account for the first time, please ensure you provide an email address that you access regularly as this will be our main means of contacting you regarding your application.

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If you require any assistance, including the provision of any documentation in an alternative format, please contact the Recruitment team at [email protected] .

Please note all applications must be submitted online by Midnight GMT on the closing date of the vacancy.

Important information

Please note that unfortunately, this role will not attract sufficient points to obtain a sponsored Skilled Worker visa under the UK Visas & Immigration points based immigration system; however, applications are welcome from candidates who do not currently have the right to work in the UK, but who would be eligible to obtain a valid visa via another route..

Please consult the Home office website for further information.

Equity, diversity and inclusion

The University of Derby is committed to promoting equity, diversity and inclusion. However you identify, we actively celebrate the knowledge, experience and talents each person brings. Our students come from a wide range of backgrounds; therefore we are particularly interested to hear from applicants who will help our leaders and teams be more reflective of our student population.

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Further details

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Why join Derby?

Challenging, interesting and constantly changing, the University of Derby is an extraordinary place to learn and an incredibly rewarding place to work.

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We are committed to safeguarding and promoting the welfare of children and vulnerable adults and expect everyone who works for us to also share this commitment and to treat people with courtesy and respect.