Generic Role Profile

Clerical/Administrative Assistant (grade 4)

Role Purpose

To providean administrative/secretarial service to the unit/section/department.

Main Responsibilities

Key duties and responsibilities / Percentages of duties may vary
1 / Clerical/secretarial service
Provide a supportive secretarial/administrative service to the designated unit or senior staff. This will include diary management, travel arrangements, receiving and distributing post, taking messages, photocopying, typing confidential correspondence, drafting non-routine letters/minutes, filing
2 / Response to enquiries
Respond to enquiries, which may be detailed and/or non-routine in nature. The roleholder will occasionally provide clarification on procedures and regulations
3 / Administrative service
Provide administrative supportin a specialised area, eg HR work, recruitment procedures, committee work, accounts/finance, course administration, examination procedures, web pages. Contribute to the planning and co-ordination of duties in the specialised area
4 / Data inputting and reporting
Collect data, update associated spreadsheets and/or databases and provide statistics or standard reports to an existing template
5 / Office procedures and stock monitoring
Develop and improve administrative procedures. Ensure smooth running of office, including stationery and supplies ordering, monitor spending of a small administrative budget
Other duties may include;
6 / Personal Assistant
Act as personal assistant to senior member/s of staff
7 / Delegation of tasks
Allocate some work to junior staff

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Person Profile

Essential knowledge, skills and experience required for the role

Education & qualifications / Educated to at least ‘A’ level standard
Specialist knowledge & skills / Highly competent in standard software packages, eg Word, Excel, Access, Outlook
Organisational skills
Ability to prioritise own workload as not continuously supervised
Interpersonal & communication skills / High standard of communication and interpersonal skills
Relevant experience / Experience of working in office administration, ideally within a HE environment
Pre-employment checks / All applicants are legally required to demonstrate the right to work/permission to work in the UK. The requirement for any higher level pre-employment checks is dependent on the role and is detailed in the advert and/or further particulars. Offers of employment will be conditional upon the satisfactory outcome of all required pre-employment checks and whether an outcome is satisfactory will be determined by the University.

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When this generic is not suitable

Team supervision:

The grade of the post would only change if the role holder had full supervisory responsibility for more than two people.

Decision making:

The grade of the post may change if the role holder makes independent decisions of a professional nature in a specialist area.

Research and Analysis:

The grade of this post may change if the role holder provides original analysis or reports from spreadsheets and/or databases.

Work environment:

Working in a building where experiments take place would not alter the grade of the post unless the individual has duties relating to the safety of public. Acting as a fire warden is not relevant.

Version: March 2015 Page 1