School/Department: Biosciences/Division of Food Sciences

School/Department: Biosciences/Division of Food Sciences

THE UNIVERSITY OF NOTTINGHAM
Recruitment Role Profile Form

Job Title:PA/Administrator

School/Department:Biosciences/Division of Food Sciences

Salary:£22,249 - £26,537 per annum depending on skills and experience. Salary progression beyond this scale is subject to performance.

Job Family and Level:APM Level 3

Contract Status:Permanent

Hours of Work:14½ hours per week (2 days per week job-share)

Location:Sutton Bonington Campus

Reporting to:Senior Administration Manager

Purpose of the New Role:

To provide confidential personal assistant provision to the SABMiller Chair, managing all administrative tasks to ensure an efficient and effective service, maintaining good relationships within the School and across the wider University, SABMiller plc and external communities. To also provide a administrative supportto the staff and students within Brewing Science and Sensory Science.

Main Responsibilities / % time per year
1. /
  • Manage the diary, travel arrangements and meeting schedules for the SABMiller Chair and SABMiller interactions with the University. Manage and prepare papers for all meetings/events the SABMiller Chair is required to attend. First-line point of contact for SABMiller plc executives, providing support and administrative duties for high level meetings, events and receptions.
/ 50%
2. /
  • Organise and co-ordinate logistics for meetings, courses, symposia, exhibitions and congresses associated with the activities of the Brewing Science and Sensory Science Centres.
  • Minuting meetings and providing information in a timely manner for delivery of programmes.
  • Maintaining up to date information on all relevant Brewing conferences globally and informing colleagues of forthcoming events. Organising registration and travel arrangements for all attendees.
/ 20%
3. /
  • Provide support for Brewing Science and Sensory Science residential courses, organise room bookings, travel arrangements, liaison with hotels for block bookings. Liaise with external speakers regarding course arrangements. Booking of Brewery visits and social events.
/ 10%
4. /
  • First point of contact role for visitors to the building and general enquiries.
  • Maintain room booking calendar for Bioenergy & Brewing Science Building
  • Organise Associate accounts as required.
  • Keep up to date record of all staff within the building and their contact information. Support staff with office, desk space and IT requirements. Undertake induction programme for new joins for Brewing Science and Sensory Science (both staff and students).
  • To ensure that all purchasing and orders for SABMiller Chair, Brewing Science and Sensory Science team are done efficiently and effectively within University & School policy. E.g. stationery, travel, printing, car parking permits, etc.
  • To manage a University one-off Visa card within University & School polilcies to support purchasing and travel requirements up to £5k limit. Involves excellent record-keeping for all card transactions and monthly reconciliation.
/ 20%
5. /
  • Any other duties appropriate to the role and level.

Knowledge, Skills, Qualifications & Experience

Essential / Desirable
Qualifications/ Education / HNC or HND in a relevant subject, or equivalent qualifications/certification, plus considerable experience in a relevant role(s).
OR
Broad substantial relevant experience demonstrating general knowledge of a technical, financial or professional practice and development through involvement in a series of progressively more demanding, relevant work. /
  • RSA advanced qualifications

Skills/Training / Microsoft Office Suite
Experience / Experience of working/responding independently and dealing with unforeseen problems and circumstances.
Comprehensive knowledge of the work practices, processes and procedures relevant to the role.
Analysis & problem solving capability.
Well developed written and verbal communication skills and interpersonal skills.
Planning and organisational skills, particularly workflow management.
Working knowledge of the activities of other areas of the University relevant to the school/department/work unit.

Decision Making

i)taken independently by the role holder

Day to day decision making relating to diary, travel and completion of administrative duties to support the role held by Prof Hort.
Responding to daily correspondence, telephone calls and ad-hoc problems.
Prioritising workload on a daily basis.
Resolving ad-hoc problems on behalf of the SABMiller Chair.
Resolving ad-hoc problems on behalf of the wider Brewing Science and Sensory Science teams.
Organisation of meetings, conferences, one-off events.
Liaison with SABMiller plc colleagues.
Purchasing Card authorisation up to £5K per month.

ii)taken in collaboration with others

Activity specific decisions will be taken in consultation with Prof Hort and other colleagues where appropriate. Typical examples would be co-ordination of meetings and travel arrangements.

iii)referred to the appropriate line manager (please name) by the role holder

Professor Joanne Hort, SABMiller Chair of Sensory Science and Head of International Centre for Brewing Science OR Senior Administration Manager.

Additional Information:

This post is pre-dominantly based within the Food Sciences Division, working in the Bioenergy & Brewing Science building although as the post is part school funded, the post holder may be asked to help provide cover and support on occasion across the school.

Please quote ref: SCI/061616.

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