Job Number
BU03809
School/Department
College of Medicine & Health
Grade
5
Contract Duration
Fixed 9 months
Responsible to
College Manager
Overview
Bangor University, established in 1884, has a continuing tradition of academic excellent, both in terms of its teaching and its research. The College of Medicine and Health consists of three Schools:
• North Wales Medical School.
• School of Health Sciences.
• School of Psychology and Sport Sciences.
Purpose of the Job
To provide efficient administrative support on a fixed term basis as part of the Administrative Team within the College of Medicine and Health, holding specific responsibility for the School of Psychology and Sport Science.
Main Duties and Responsibilities
• Support the Head of School and Senior Executive Team with the organisation and day to day operation of administrative processes and procedures.
• Communicate effectively with both staff and students and maintain effective working relationships with colleagues within the University, and external bodies.
• Implement and maintain office systems, processes and records for the School including diary management, arranging travel and accommodation, organising meetings, room booking management and keeping important School information up to date.
• Act as secretary to College-level and School-level committees. Organising meetings, drafting agendas, preparing papers, taking minutes and circulating as appropriate.
• Support Human Resource activities for the School, including staff recruitment and induction, contract renewals and resignations, casual worker payments, maintaining UKVI records and annual leave records.
• Liaising with the College Finance Hub to support the operational financial processes for the School including raising purchase orders, ordering stationery and processing staff timesheets.
• Assist with organising events including booking venues, refreshments and other associated tasks as required.
• Assist in the process of gathering information for returns and reports.
• Provide administrative support for research activities.
• Assisting with administering Health and Safety arrangements for the School.
• Support and contribute to the administrative governance of School by supporting regulatory and compliance activities.
• Be the point of contact for the School to report and monitor any building maintenance issues and assist with space allocation.
• Ensuring the confidentiality and safety of personal data in line with GDPR requirements. Always operating with a high level of confidentiality and discretion.
• To provide reception cover to the School and ensure that the School is always represented professionally.
• General office management duties and dealing with enquires.
• To work across functional team boundaries as part of a larger College Administrative Team to ensure that core support services are maintained, particularly during holidays, absences and at peak times of activity.
The above-mentioned duties and responsibilities are indicative and are not intended to be exhaustive. Duties and responsibilities may be varied following discussion with the post holder.
Other Duties and Responsibilities
• The post holder will be expected to participate in performance review and developmental activities.
• The post holder will be expected to comply with the University equal opportunities policies, Dignity at Work and Study Policy and the University’s Welsh Language Scheme.
• The post holder has a general and legal duty of care in relation to health, safety and wellbeing and must take all reasonable steps to ensure a safe and healthy working environment for themselves and for other members of staff, students and visitors affected by their actions or inactions. The post holder is also required to comply with all applicable health and safety policies, procedures and risk assessments.
• The post holder must comply with relevant legal and financial policies and procedures and be aware of their responsibilities in terms of the legal requirements of their posts.
Person Specification
Person Specification
Qualifications/Training
Essential
• Educated to 2 AS Levels or 1 A Level or NVQ level 3 (or equivalent) in a relevant subject area or possess relevant administrative experience.
Experience/Knowledge
Essential
• Experience of working within a busy office /administrative environment in an administrative role.
• Experience of implementing and maintaining administrative systems and procedures.
• Proficient in the use of Microsoft Office applications and other relevant software.
• Extensive experience of organising meetings and minute taking.
• Experience of event organisation.
• Able to maintain confidentiality and have a working knowledge of GDPR requirements of the role.
Desirable
• Experience of working within an academic environment.
• Experience of taking responsibility and making decisions at the appropriate level, coupled with the judgment to determine when consultation with others is required before a final decision can be made.
Skills/Abilities
Essential
• Good communication and inter-personal skills, with the ability to communicate effectively, both orally and in writing.
• Able to communicate and develop effective relationships with colleagues at all levels of the University and external bodies.
• Excellent organisational skills and ability to handle a varied and demanding workload.
• Ability to prioritise tasks and meet deadlines.
• Accurate data entry and attention to detail.
• Ability to be proactive and to identify and recommend changes for improvement where appropriate.
• Ability to work independently and demonstrate initiative.
Desirable
• Experience of developing and implementing administrative systems and procedures.
• Experience of using standard Bangor University systems.
Other
Desirable
• The ability to communicate through the medium of Welsh is desirable for this role. If applicants are not able to speak / write in Welsh at present, there are many opportunities to learn if the successful candidate wishes to do so.
General
The University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds. We strive to develop a workforce from all sections of the community regardless of sex, gender identity, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age.
We are a member of Advance HE's Athena SWAN Gender Equality charter and hold a Silver award in recognition of our commitment to and progress towards gender equality within the University's policies, practices, and culture. We are proud to be a Disability Confident employer. All members of staff have a duty to ensure their actions are in line with the overall environmental aims of the University and minimise their environmental impact.