Vacancy Type/Job category
Commercial - Directorate
£27,929 - £31,411 per annum
University of Warwick, Coventry
This is a Fixed Term maternity cover post; ideally candidates should be available to start at the end of February for a handover with the current postholder. The end date of the contract is currently 15th December 2023. 36.5 hours per week.
The Campus & Commercial Services Group (CCSG) is seeking an enthusiastic, self-motivated individual to fill the post of Project & Support Officer for the CCSG Directorate. You will have excellent organisational skills, demonstrate a good use of initiative, and can prioritise a high workload. Excellent communication skills, attention to detail, confidentiality, and the ability to work creatively, co-operatively and effectively with internal and external stakeholders are essential.
Informal enquiries can be addressed to Helen James ([email protected])
Interview Date: 2 February 2023.
To provide high level confidential support for the CCSG Directorate in running their office and assisting with the management of a wide range of administrative activities. To manage and co-ordinate minor projects and process improvements across CCSG.
DUTIES & RESPONSIBILITIES
As the key contact for the CCSG Directorate, provide high quality administrative support, including:
• dealing with correspondence in a timely and appropriate fashion, drafting responses and using own judgement to forward incoming mail to other departments/senior officers for action and follow–up
• providing support to meetings including preparing agendas, notes and minutes of these meetings which will require a thorough understanding of the University structure
• undertaking detailed research in preparation for meetings.
• providing any necessary briefing documents for the Head of Strategic Projects & Administration or Chief Finance Officer as required
• Prepare presentations and briefings, by researching and collating information e.g., financial and other numerical data, and drafting documentation. This includes ensuring that senior colleagues are well prepared with the necessary paperwork and briefing materials in advance of meetings.
Efficient and effective diary management, through liaison with senior internal and external colleagues, making key decisions on behalf of the Head of Strategic Projects & Administration and Chief Finance Officer.
Liaise effectively with organisers of events to ensure all arrangements are in order. This will involve liaison with a wide variety of internal customers and external organisations, committees, VIP's and external bodies. This requires judgement, common sense and experience of finding inventive ways to complete these duties.
Act as the point of contact between the CCSG Directorate and other parts of the University acting as a conduit for the flow of high level and sensitive information. Liaising with senior members of the University, including the University Executive Office to organise high level and complex meetings. In addition, to organise meetings with significant external personnel. The role needs to forge and maintain strong links with PAs across campus and externally.
Organise and co-ordinate all travel arrangements for the CCSG Directorate including hotel reservations, the selection and booking of overseas/UK flights, trains etc. and the transport arrangements. Preparing detailed travel itineraries and processing associated invoices and expenses.
To undertake a range of financial administration within the University's financial guidelines including processing credit card transactions and expenses claims and using SAP software.
To act as Secretary to the CCSG Executive Group and to be responsible for coordinating meetings, preparing and collating agendas, minutes actions-logs, project updates and operational reports, and ensuring in conjunction with the Head of Strategic Projects & Administration that all committee/board members are provided with sufficient information to support optimal decision-making and enable them to fully carry out their oversight, approval and advisory roles.
To act as Assistant Secretary to the CCSG Steering Committee and support the Head of Strategic Projects & Administration in taking minutes, coordinating meetings, preparing and collating agendas, actions-logs, projects updates.
To take minutes at other committees/meetings as required.
Co-ordinate as required with CCSG Departmental Administrators and PAs to ensure group-wide consolidated information is managed in a uniform manner and up to date.
Ensure that administrative systems are effective and efficient, undertaking ongoing review and development of same, with a particular emphasis on the smooth interface between all parts of the Campus and Commercial Services team. This includes collating, organising and archiving papers and other materials for meetings/events as appropriate.
To support CCSG Departmental Administrators with HR administration and other administrative work.
Manage and co-ordinate minor projects and process improvement activities across CCSG and collaborate with others on institutional wide projects. This includes agreeing project scope and objectives, developing project plans and being responsible for monitoring progress and ensuring deadlines are met. Projects will include communication with stakeholders both within CCSG and the wider University and regular updates should be provided to senior managers. In some cases budget monitoring and the implementation of new processes will be required.
To administer University process on behalf of CCSG, such as: • Conducting and recording exit interviews • Tracking close out of actions from audit logs • Processing requests for reward and recognition vouchers • Organise welcome packs and induction meetings • Securely gather FP1a forms for review by the Head of Strategic Projects & Administration
To work as directed by the Head of Strategic Projects & Administration and to undertake other duties commensurate with the level and scope of the role.
The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.
Essential Criteria 1
Good educational background – minimum A Level English and Maths or equivalent experience. (a)
Essential Criteria 2
Experience of working in a higher education environment or within a complex and diverse organisation. (a, c)
Essential Criteria 3
Experience of working and communicating with senior members of staff. (a, b, c)
Essential Criteria 4
Experience of complex diary and travel co-ordination. (a, c)
Essential Criteria 5
Excellent interpersonal skills, including the ability to build relationships with senior stakeholders. (a, c)
Essential Criteria 6
First-class organisational skills. (a, b, c)
Essential Criteria 7
Self-motivation and ability to work on own initiative. (a, c)
Essential Criteria 8
High commitment to accuracy and attention to detail is paramount. (a, b, c)
Essential Criteria 9
Tact and discretion in dealing with highly confidential matters. (a, c)
Essential Criteria 10
Excellent oral and written communication skills. (a, b, c)
Essential Criteria 11
The ability to work both independently and as part of a team. (a, c)
Essential Criteria 12
Expert knowledge of IT packages including Microsoft Office, email and electronic calendars. (a, b, c)
Essential Criteria 13
Ability to draft responses to queries, taking into account any sensitivities. (a, b, c)
Desirable Criteria 1
Good undergraduate degree or equivalent. (a)
Desirable Criteria 2
Project management skills and experience would be an advantage. (a, c)
Desirable Criteria 3
Experience of using SAP. (a, c)
Desirable Criteria 4
Experience of University administration and knowledge of University policies and procedures would be advantageous. (a, c)
For further information about the University of Warwick, please read our University Further Particulars.
For further information about the department, please visit the Campus & Commercial Services Group (CCSG) website
Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.
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26 Jan 2023