Benchmark Role Profile for PA to HOD (APML3)

Version 2.0

Last amended: March 2015

THE UNIVERSITY OF NOTTINGHAM
RECRUITMENT ROLE PROFILE FORM

Job Title:Personal Assistant to Head of Department

School/Department:

Salary:

Job Family and Level:Administrative, Professional and Managerial Level 3

Contract Status:

Hours of Work:

Location:

Reporting to:

The Purpose of the Role:

The purpose of the role is to provide all aspects of personal secretarial support and administration to the Head of Department, who is often absent, ensuring the smooth running of the office and large Department. Administration of all postgraduate students ensuring systems and procedures are adhered to.

Main Responsibilities / % time per year
1. / Personal Assistant to the Head of Department:
  • Sole responsibility for the day-to-day management of the Head of Department’s office.
  • Line management of administrative support staff, undertaking Activity/performance reviews and allocating and monitoring work.
  • Responsible for the organisation and up-keep of accurate and secure office systems, correspondence, templates, and department files.
  • Identifying priority correspondence and using judgement to make initial responses (i.e. calls, emails and correspondence), consulting and following up email and letter correspondence as appropriate for Head of Department.
  • Coordinate the department’s PDPR and paperwork.
  • Ensure that the Head of Department is prepared and briefed for meetings and has relevant documents and paperwork.
  • Make all travel and accommodation arrangements as appropriate.
  • Organisation of venues, catering and materials as appropriate.
  • Establish contacts/relationships with colleagues throughout the University and externally.
  • Maintain the personal records for academic staff and students.
  • Produce complex teaching materials as necessary.
  • Administration of undergraduate degree courses directly between five schools participating in a joint Degree course.
/ 60%
2. / Responsible for co-ordinating and advising on the recruitment and support of postgraduate students, including the administration of reviews of their research, includes:
  • Receive, action, update and monitor progress of postgraduate applications towards acceptance. Liaise with colleagues both internal and external to the School regarding interview arrangements, decisions, and timings, seek and collate references and maintain application status records.
  • Programming visits of potential postgraduate students to meet all appropriate academic staff and students and view necessary facilities including laboratories.
  • Liaison and support for all postgraduate students and postdoctoral workers.
  • Development of new systems and other initiatives, contributing specialist advice (e.g. visa information, health and safety, IELTS requirements) and defining associated processes and policy.
  • Ensuring correct, adequate funding is in place for postgraduate students.
  • Handling postgraduate applications from overseas. Liaise with Head of Department regarding details of offers to be made, scholarship applications to be made and supported, and in relation to dealing with the complex paperwork associated with such applications.
  • Maintain knowledge of current practices and legislative changes regarding entry into the UK and particularly the HE sector.
  • Prepare and review written documentation for International Embassies to enable entry into the UK.
  • Support the Department in the continuous recruitment and training of postgraduate students. Organisation of English lessons and English tests; obtaining authentic transcripts and letters of recommendation, and letters confirming the status of postgraduates, research workers and visitors.
/ 15%
3. / To support Department staff as required, including:
  • Analysing and reporting on information such as the status and costs of fixed term contracts, staff teaching commitments, student feedback.
  • Booking accommodation, travel arrangements, and parking permits.
  • Acting as Conference Secretariat at events and conferences, including invoicing, collecting fees, sending receipts and banking fees, collection and collation of abstracts and posters, organisation of catering, organisation of conference exhibitors and space management.
  • Arranging and preparing for appointments/meetings, compiling complex reports
  • Organisation of accommodation and hospitality as and when required for VIP visitors.
  • Disseminate information to the staff on the Head of Department’s behalf.
  • Monitoring and ordering of stationery and office equipment, managing the stationery budget.
/ 15%
4. /
  • Administration and marketing of degree course, large annual mailshots.
  • Programming UCAS student visits ensuring students receive correct paperwork, campus maps, and accommodation details, room bookings etc.
  • Catering arrangements and tours.
  • Main point of contact for prospective students, answering all queries.
/ 7.5%
5. /
  • Organise programmes and make arrangements for international and national academic visitors, including seminar speakers for the department, including space and equipment needs.
  • On behalf of the Head of Department, organise examinations to be carried out by external academics, liaising with the relevant external bodies, booking accommodation, venues and sending out the required documentation.
/ 2.5%
6. / Any other duties appropriate to the grade and role

Knowledge, Skills, Qualifications & Experience

Essential / Desirable
Qualifications/ Education / Qualified to A level standard, or equivalent with GSCE’s in English and maths, or equivalent.
RSA III typing/word, or equivalent
Skills/Training / Excellent planning and organisation skills.
Excellent oral and written communication skills.
IT skills in XXXX. / Knowledge of the Masters and the postgraduate application procedure.
Understanding the key issues relating to overseas documentation requirements and procedures for entry into the UK.
Experience / Substantial experience of working in a similar role.
Experience of managing a diverse workload.
Experience of supervising groups of students and staff.
Ability to work on own initiative and identify new opportunities and creative solutions.
Ability to work under pressure and deal with unforeseen issues in ever changing circumstances. / Broad experience of working in Higher Education.
Knowledge of University Systems, i.e. Saturn, Agresso.
Statutory/Legal

Decision Making

i)Taken independently by the role holder;

  • Prioritisation, planning, organisation and allocation of the Head of Department’s workload on a daily basis. Making independent decisions about enquiries or incidents arising, as appropriate.
  • Line management of staff including setting PDPR goals and managing performance concerns
  • Handling the Head of Department’s mail, drafting responses and answering where possible in his absence. Managing email correspondence and taking action as necessary.
  • Dealing with routine and complex enquiries or fielding calls for action elsewhere as appropriate.
  • Dissemination of information.
  • Identification of staff training and development requirements for the students and staff
  • Scheduling and organisation of meetings.
  • In emergency or absence of the Head of Department, provide immediate support or problem resolution when necessary.
  • Liaising with others internally and externally on complex issues and providing advice.
  • Managing Department resources (e.g. stationery and equipment)

ii)Taken in collaboration with others;

  • Travel and accommodation arrangements.
  • Making arrangements for overseas visiting scholars and academics and overseas visits of Head of Department.
  • Strategic training requirements for overseas postgraduate students.
  • Plan postgraduate admissions.
  • Organisation of conferences, including venue, catering, abstracts, proceedings, etc.
  • Assisting academic staff across the department to provide an efficient service to students and visitors.

iii)Referred to the appropriate line manager by the role holder;

  • Final content of correspondence and reports.
  • Major enquiries or incidents arising during the working day if independent action is not appropriate.
  • Authorisation of larger budgetary spends.
  • Issues impacting on the work of other sections, affecting the overall School’s development strategy.

Additional Information

  • The role holder is the main point of contact for all departmental matters.
  • The role is essential to the integral working of the School. It has a high impact on the reputation and operation of the School through contact with very high profile establishments, students and staff.

/ The University of Nottingham strongly endorses Athena SWAN principles, with commitment from all levels of the organisation in furthering women’s careers. It is our mission to ensure equal opportunity, best working practices and fair policies for all.