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

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1 JOB DESCRIPTION 1. JOB TITLE: Widening Participation Mentoring Administrative Assistant 2: HRMS REFERENCE NUMBER: HR ROLE CODE: FINADMIN01 4. DEPARTMENT: Student Support and Guidance 5. ORGANISATION CHART: Dean of Students Student Skills Development Manager Outreach and Peer Assisted Learning Project Officer Widening Participation Mentoring Admin Assistant (Vacant) Mentoring Clerical Assistant 6. JOB PURPOSE: To provide a range of administrative support for mentoring projects, with particular reference to maintaining records for monitoring and evaluation of projects. 7. BACKGROUND INFORMATION: Department Vision Striving to raise students individual, educational and personal aspirations encouraging active citizenship, integrity and responsibility. Department Mission Facilitating a positive, self-directed student experience empowering students to achieve their full potential for the benefit of wider society.

2 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 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 on a daily basis related to the work of Student Skills Development. Explaining Student Skills Development procedures to students and staff as required; procedures include CRB checks, monitoring and evaluation of mentoring projects and internal and external mentoring projects. To send routine correspondence relating to the work of Student Skills Development. To collate records and maintain up to date evaluation data 8.2 Leadership and Working Collaboratively To be an effective member of the Student Skills Development team. No line management or supervisory responsibility. 8.3 Liaison and Networking To provide information to members of staff in the wider University or stakeholders (e.g. academic staff, departmental administrators, schools and colleges) as the first point of contact in Student Skills Development. 8.4 Delivering a High Quality Standard of Service To provide a high level of customer service to all customers, including students, staff from other departments, and external partners.

3 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; choose between a limited number of options which have clear consequences, by following guidelines or referring to what has been done before; recognise 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 Departmental records and budget records. 8.7 Innovation and Improvement (Effective Problem Solving) To resolve standard problems that may arise with reference to the Student Skills Development Manager. To contribute to the culture of continuous improvement within the department. 8.8 Analysis and Research Establish the basic facts in situations which require further investigation and inform others if necessary. Support the work of Student Skills Development mentoring through the collation and inputting of data relating to internal and external mentoring processes. For example maintaining spreadsheets and databases, collating data from schools, mentors and mentees, ensuring that records are up to date and complete to enable reporting on Widening Participation initiatives. 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 8.10 Work Environment Office environment with no responsibility for the health and safety of others beyond due care

4 8.11 Pastoral Care and Welfare The post-holder will regularly be required to show sensitivity to those who may need help and sympathetic support, and to initiate appropriate action by involving relevant people Team Development To provide information and guidance on administrative processes to any new members of staff in Student Skills Development 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: Widening Participation Mentoring Administrative Assistant Department: Student Support & Guidance Criteria / Method of identification Qualifications: Educated to A level standard (or equivalent). ECDL or equivalent (or willingness to complete). certificates Interview ECDL Excel Advanced (or equivalent). Proven Experience: Relevant experience within an administrative or clerical role. Experience of working in a Higher Education environment. Experience of working with students or young people. Computer literacy (to include Microsoft Word, Excel, Access, and Outlook). Experience of analysing survey data. certificate / test / test Delivering academic and service excellence: Attention to detail. Interview/ test Managing self and inspiring others: The ability to prioritise and use resources effectively / test Working together: Effective communication skills, both written and verbal. The ability to work effectively with others as a competent team member. Organisational and stakeholder awareness: Ability to solve standard problems in accordance with procedures. Interview/Test 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,, test)

6 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT STUDENT SUPPORT & GUIDANCE WIDENING PARTICIPATION MENTORING ADMINISTRATIVE ASSISTANT FIXED TERM CONTRACT UNTIL 24 TH AUGUST 2016 SALARY SCALE University Scale OS4, points 11-14, 18,031-19,632 per annum payable monthly in arrears. HOURS OF WORK 36.5 hours per week, to be worked as follows: Monday to Thursday 9.00am pm Friday 9.00am pm (less 1 hour lunch break each day) 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, 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. 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.

7 SMOKING POLICY The University operates a No-Smoking policy. PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Candidates should apply for this vacancy via our online recruitment website ( by Wednesday 8 th July 2015 quoting reference number HR14339