To support the interview process ensuring suitable venues are booked and set-up and panel papers are distributed.

Transcription

1 Sports Development Centre SDC Admin Assistant Job Ref: REQ As part of the University s ongoing commitment to redeployment, please note that this vacancy may be withdrawn at any stage of the recruitment process if a suitable redeployee is identified. We are seeking an excellent administrator with good customer service skills, who enjoys the challenge of working in a constantly busy environment. You will have proven experience of working with Microsoft Office, and be highly organised with excellent attention to detail and accuracy and the ability use own initiative. As part of the very busy Sports Development Centre Admin team you will assist with the smooth running of all recruitment, general HR admin and training course administration delivered by the department. Job Description Job Grade: Administrative Services, Grade 3 Job Purpose To work as part of the admin team within SDC to assist with recruitment and general HR administration and the smooth running of all training sessions run by the department. This will include maintaining databases so that these training sessions can be evaluated and reported on as and when required. Job Duties To support the SDC admin team with recruitment activities. To prepare paperwork for shortlisting including checking applications against the on-line application system, preparing shortlisting matrices and ensuring deadlines are adhered to. To support the interview process ensuring suitable venues are booked and set-up and panel papers are distributed. To check the SDC Induction booklet is being used and ensure, once completed, personal induction programmes are kept on file for all new staff. To make updates to the SDC casual/relief staff register, request IT credentials and forward right to work documentation to HR. To circulate up-to-date details of contracted casual/relief staff to relevant managers to ensure the database remains current. To administer the probation process ensuring all mandatory training has been completed. To assist with the distribution and accounting of staff uniform ensuring stock is entered onto the computerised system and allocation procedures are followed. To support the SDC admin team in general HR administration. Copyright Loughborough University. All rights reserved. 1

2 To enter all sickness details on the itrent HR system. To administer the annual leave process. To ensure the HR and training related policies and procedures are uploaded to the SDC operations system and are kept up to date. In conjunction with managers to ensure that DBS checks are carried out where necessary and keep an up-todate database. To support the SDC admin team with training and development activities. To assist in arranging training sessions with internal and external trainers. Assist with the preparation of the training rooms for courses when necessary. This involves, room layout of tables and chairs, audio visual requirements, paperwork, projector screens, wipe boards and associated materials, PC set-up. Place orders for refreshments and ensure they are laid out/cleared away appropriately. Ensure all signs, papers, any equipment etc are removed from the training room(s) after each session and filed/put away. Ensure rooms are tidy after use. During training sessions, to ensure Health and Safety regulations are observed and the necessary documentation is completed and retained. To advise the SDC People Development Group on the costs of training and courses. Meet and greet presenters, take to training rooms and assist with any set-up queries. To complete all relevant paperwork and i-trent records, in relation to courses and training, put in place systems that will ensure staff are suitably qualified and that training records are kept up-to-date and expiry dates are reviewed on a regular basis. Other Ensure deliveries received are distributed appropriately. To attend SDC and other necessary meetings and contribute as appropriate, taking notes in these as required. To carry out specific Departmental roles and functions as may be reasonably required, these being equitably distributed across the admin team. To assist with general secretarial support. To engage in training programmes in the University which are consistent with the needs and aspirations of the Department. You will be required to move tables and chairs within the training rooms and within reason will need to be flexible with regard to start/finish times to support session schedules. To undertake such other duties as may be reasonably requested by the SDC and that are commensurate with the nature and grade of the post. Points to Note The purpose of this job description is to indicate the general level of duties and responsibility of the post. The detailed duties may vary from time to time without changing the general character or level of responsibility entailed. Copyright Loughborough University. All rights reserved. 2

3 Special Conditions All staff have a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff are therefore required to adhere to the University s Health, Safety and Environmental Policy & Procedures. All staff should hold a duty and commitment to observing the University s Equality & Diversity policy and procedures at all times. Duties must be carried out in accordance with relevant Equality & Diversity legislation and University policies/procedures. Successful completion of probation will be dependent on attendance at the University s mandatory courses which include Respecting Diversity and, where appropriate, Recruitment and Selection. Organisational Responsibility Reports to the Recruitment and Training Coordinator. Copyright Loughborough University. All rights reserved. 3

4 Person Specification Your application will be reviewed against the essential and desirable criteria listed below. Applicants are strongly advised to explicitly state and evidence how they meet each of the essential (and desirable) criteria in their application. Stages of assessment are as follows: 1 Application 2 Test/Assessment Centre/Presentation 3 Interview Essential Criteria Area Criteria Stage Experience Experience of working in an office environment. 1 Previous experience of dealing with people from diverse backgrounds. Substantial previous experience of using a PC with MS Office for Excel, and PowerPoint, MS Outlook for and a shared calendar system. 1 1,3 Skills and Abilities Ability to work efficiently and accurately. 1,3 Ability to work to tight deadlines. 1,2 Ability to work flexibly as part of a team and as an individual. 1,3 Multi-tasking skills (essential in order to manage workload). 1,2,3 Ability to use own initiative. 1,3 Ability to maintain confidentiality at all times. 1 Reliability. 1 Ability and willingness to undertake regular, routine duties. 1,3 Training Ability to adopt new procedures as and when required. 1 Qualifications Other GCSE level or equivalent education including English and Mathematics. Evidence a good working knowledge of equal opportunities and understanding of diversity in the workplace. 1 1,3 Desirable Criteria Area Criteria Stage Experience Previous experience in a Higher Education Environment. 1,3 Previous experience with learning databases, such as itrent. 1,3 Previous experience of IT systems such as Agresso and Gladstone. 1, 3 Other An interest in Sport. 1, 3 Conditions of Service The position is part time 30 hours per week and open ended. Salary will be on Administrative Services, Grade 3, 16,983-19,305 pro rata per annum. Subject to an annual pay award. Starting salary to be confirmed on offer of appointment. The appointment will be subject to the University s normal Terms and Conditions of Employment for Operational and Administrative staff, details of which can be found here. Copyright Loughborough University. All rights reserved. 4

5 The University is committed to enabling staff to maintain a healthy work-home balance and has a number of familyfriendly policies which are available at page.html. We also offer an on-campus nursery with subsidised places, subsidised places at local holiday clubs and a childcare voucher scheme (further details are available at: Informal Enquiries Informal enquiries should be made to Nicky Jones by at N.J.Jones@lboro.ac.uk or by telephone on +44 (0) Applications The closing date for receipt of applications is 3 May Interviews will be held on 17 May Copyright Loughborough University. All rights reserved. 5