JOB DESCRIPTION. 1. JOB TITLE: Administrative Assistant. 4. DEPARTMENT: Student Support and Guidance

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1 JOB DESCRIPTION 1. JOB TITLE: Administrative Assistant 2: HRMS REFERENCE NUMBER: HR ROLE CODE: FINADMIN01 4. DEPARTMENT: Student Support and Guidance 5. ORGANISATION CHART: Reports to the Disability Services Manager 6. JOB PURPOSE: To work with the Disability Support service providing administrative support for non-medical helper provision within the service. In addition this role will provide centralised administrative support to ensure the efficient and effective operation of the service. 7. BACKGROUND INFORMATION: DEPARTMENT VISION Student Support and Guidance will strive to reach every student in raising their individual educational and personal aspirations, and to excel in promoting active citizenship and social, economic and moral responsibility. DEPARTMENT MISSION Student Support and Guidance facilitates a positive, self-directed student experience by providing support, guidance and development opportunities, empowering students to become proactive lifelong learners to achieve their full potential in society. (Updated July 2010) Founded by the Church of England, the University of Chester is 175 years old and has approximately 18,000 (11,000 fte) students. Twenty years ago, the academic support department of Student Support and Guidance (SSG) was established as a central, significant part of the University. Today SSG comprises 6 sections: welfare (including student finance, counselling), disability, student skills development (including mentoring); proctor s office (complaints and discipline), sport development, and Directorate (including Research & Development, Diversity and Equality. The Mission, Vision and Core Values of the University and SSG are closely aligned. Together, they focus on preparing students to take a full and active part ( serving ) in their

2 future careers and in their communities. SSG s main role is not only the pastoral care and development of students, but also the delivery of an outstanding student experience, from pre-entry (post A- level or equivalent) through to graduation. During the past 12 years, SSG has used and fully embedded the EFQM Excellence model of management. This framework has enabled us to achieve and sustain outstanding results. Our commitment to Excellence has been recognised by the Times Higher Awards: THE Most Improved Student Experience - shortlisted 2010, Winner 2012; Leadership and Management Award for the Outstanding Student Support Team (2012). We have also been recognised by the British Quality Foundation: R4E 5* (2008, 2011), Employee Satisfaction Award Winners (2009), UK Excellence Award Finalists (2011) BQF 600- winner (2014); UK Excellence Winner (2014). But our greatest pride lies is in the provision of an outstanding University experience for our students, and seeing them flourish. 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communicating Effectively Responsible for answering routine enquiries from students, staff and support workers, referring to departmental colleagues as appropriate. Explaining procedures relating to Disability Support and non-medical helpers as required. To administer and send routine correspondence relating to the work of Disability Support and non-medical helpers. To assist the Student Support Project Officer on all matters relating to nonmedical helpers. To assist in the arranging of scribes for student examinations. To act as first point of contact for Disability Support by working on the Information Point To take minutes at Disability Support team meetings and inter departmental meetings as and when necessary. Have an overview of all administrative processes within Disability Support. 8.2 Leadership and Working Collaboratively To be an effective member of the Disability Support team. No line management or supervisory responsibility 8.3 Liaison and Networking To provide accurate and timely information to members of staff in the wider University or stakeholders (students, staff and non-medical helpers) as the first point of contact in Disability Support. To liaise with Randstad/Clear Links and other external agencies on a regular basis.

3 8.4 Delivering a High Quality Standard of Service To provide a high level of customer service to all customers of Disability Support and Student Support and Guidance. 8.5 Effective Decision Making When responding to queries, to take independent decisions on how to respond to queries, relevant processes to direct to and who to refer queries onto. To make collaborative decisions with colleagues within the administrative team on changes to operational processes affecting administrative operations across the department. Solve standard day to day problems as they arise such as diary clashes, or responding to student enquiries by choosing between a limited number of options which have clear consequences, and by following guidelines or referring to what has been done before; also recognising when a problem should be referred to others. 8.6 Planning and Organising Self and Others Plans, prioritises and organises their own work or resources to achieve agreed objectives, undertaking other administrative tasks commensurate with the position, as necessary Completes tasks to a given plan, with allocated resources, e.g. filing, photocopying and collating documentation; the collection, sorting and delivery of mail; assisting as necessary with catering, accommodation and transport bookings; assisting with the ordering of office supplies as required; and assisting with management of Disability Support records and budget records 8.7 Innovation and Improvement (Effective Problem Solving) To resolve standard problems that arise, with reference to the Student Support Project Officer (who will provide day-to-day supervision of the post holder) or the Disability Support Manager, who will be the post holder s line manager. 8.8 Analysis and Research Establish the basic facts in situations which require further investigation and inform others if necessary. Support the work of Disability Support through the collation and inputting of data relating to Disability Support processes. For example maintaining spreadsheets and databases recording the stage students have reached in the Disabled Students Allowance process; maintaining spreadsheets recording the amount of allocated funding remaining for psychological assessments for students with specific learning difficulties. Analyse the resulting routine data using predetermined procedures. To provide information to the line manager in a timely manner to enable effective decision making. 8.9 Sensory and Physical Demands Standard for office work

4 8.10 Work Environment The role holder works in purpose-built accommodation in an open plan office on the main campus. The role holder is required to visit all parts of the Chester campus, and to regularly undertake work or attend meetings at the Warrington campus (intercampus transport is provided) Pastoral Care and Welfare The role holder is required to be sensitive to the needs and priorities of the students using the service and to refer them to appropriate colleagues in the University Team Development To provide information and guidance on administrative processes to any new members of staff in Disability Support Teaching and Learning Support This is not a requirement of the role 8.14 Knowledge and Experience The role holder will have sufficient knowledge or expertise to work on day to day issues in their own area without direct or continuous reference to others. See person specification, below, for more details General To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you To take responsibility for upholding and complying with the University s Equality and Diversity policies and for behaving in ways that are consistent with fair and equal treatment for all To comply with all University Health and Safety policies.

5 PERSON SPECIFICATION Job Title: Disability Support Administrative Assistant Department: Student Support & Guidance Criteria / Method of identification Qualifications: Educated to A Level standard (or equivalent) ECDL (or equivalent) or willingness to undertake Advanced ECDL Proven Experience: Relevant experience of office work and administrative processes. Experience of working in a Higher Education environment Computer literacy (to include Microsoft Word, Excel, Access and Outlook) Experience of working with disabled people form/certificate Interview form/certificate form/ interview form/ interview form/test form Experience of taking and producing minutes Form/Interview Delivering academic and service excellence: High level of attention to detail form/interview Managing self and inspiring others: The ability to prioritise and use resources effectively. Interview/Test Working together: Excellent communication skills, both verbal and written. The ability to work effectively with others as a competent team member Form/Interview form/ interview Organisational and stakeholder awareness: Ability to solve standard problems in accordance with procedures. form/ interview/ Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage. Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Method of identification is where the selection panel will match the candidate s skills and abilities to the required criteria outlined (i.e. application form, interview, test)

6 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT STUDENT SUPPORT AND GUIDANCE DISABILITY SUPPORT ADMINISTRATIVE ASSISTANT SALARY SCALE University Scale OS4, points 11-14, 18,031-19,632 per annum payable monthly in arrears. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the postholder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK 36.5 hours per week, to be worked as follows: Monday to Thursday Friday 9.00am pm 9.00am pm A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. HOLIDAY ENTITLEMENT 22 days per annum (pro-rata during the commencement and cessation years), rising to 27 days after five years' continuous service. Two extra statutory days per annum during the Christmas period. DISCLOSURE & BARRING SERVICE CHECKS The successful applicant will have to undergo a DBS check before an appointment can be made. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University operates two pension schemes for support staff: The default scheme is the Higher Education Defined Contribution Scheme (HEDCS), which is administered by Friends Life.

7 The Cheshire Local Government Pension Scheme, to which the University is an admitted body. All support staff are entitled to participate in one of these schemes. Some staff will be automatically enrolled into a scheme, depending on their age and earnings, but if they do not wish to remain a member of the scheme, they will be entitled to opt out after enrolment. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy. PROBATIONARY PERIOD A nine month probationary period applies to all University posts. CLOSING DATE Candidates should apply for this vacancy via our online recruitment website ( by Monday 2 nd February 2015 quoting reference number HR14151