Administrative Assistant Grade 4 (3 posts) - UOD2440

Job Title: Administrative Assistant (1FTE)

Grade of Post/Salary: Grade 4, £24,479 - £26,707

Role Purpose

To provide administrative and operational support for academic programmes and Education services, contributing to the smooth delivery of activities within an academic area.

Role Scope

The Education Assistant provides administrative and operational support to education activities, ensuring the effective day-to-day running of programme and student administration processes. Work is carried out within clear procedures and guidance, with tasks typically defined by senior colleagues.

Key Responsibilities

Student and Staff Enquiries

* Provide a first-line response to routine student and staff queries.

* Direct enquiries to appropriate colleagues when necessary.

* Support front-line education services and reception activities.

Administrative Support

* Maintain student and programme records in University systems.

* Assist with routine programme administration tasks.

* Support preparation of documentation for committees and meetings.

Operational Tasks

* Assist with scheduling, room bookings, and timetabling activities.

* Provide administrative support for coursework submission processes.

* Assist with data entry and maintenance of databases and spreadsheets.

* Contribute to the delivery of admissions-related activities during peak periods in the admissions cycle, including assisting with application administration, responding to enquiries, and supporting the wider team to ensure an efficient and customer-focused

Events and Logistics

* Support organisation of meetings, academic visits, and small events.

* Assist with arrangements for external examiners and visitors.

Compliance and Record Keeping

* Maintain accurate records in line with University procedures.

* Ensure documentation is stored and processed in accordance with policies.

Core Responsibilities

* Provide front-line administrative support to students and staff.

* Process routine education administration tasks.

* Maintain accurate student and programme records.

* Assist with meetings, documentation, and scheduling.

* Support the delivery of events and academic activities.

* Assist with governance administration and processes.

Knowledge and Experience

* Basic understanding of university administrative systems.

* Awareness of student administration processes.

* Understanding of data protection and record management requirements.

* Familiarity with office systems and digital tools.

Competencies

Service Delivery

* Provides timely and accurate administrative support.

* Responds appropriately to routine enquiries.

Organisation and Planning

* Manages assigned tasks effectively.

* Follows established procedures and schedules.

Communication

* Communicates clearly with students and staff.

* Escalates issues appropriately.

Digital and Data Skills

* Uses administrative systems to input and maintain data accurately.

Behaviours

* Customer-focused and approachable.

* Reliable and organised.

* Works collaboratively with colleagues.

* Demonstrates attention to detail.

Working Approach

The role operates within an integrated university service model. The postholder will work collaboratively across teams, demonstrating flexibility and contributing to the ongoing enhancement of service delivery and the student experience.