Objective
The Administrative Assistant provides key administrative support within the Academic Administration office, undertaking a range of day-to-day tasks as well as being the first point of contact for visitors, staff and students. The role requires a variety of communication methods to be used (email, face-to-face and telephone). The role also provides varied levels of administrative support to the Senior Academic & Student Coordinator (SASC) as and where necessary. As this is a part-time role, team members will share responsibilities and provide support when the employee is not on duty.
Essential Functions
1. Provide administrative support to the MD4, MDT5 and MDT6 program as required.
2. Assist with key events including, but not limited to, White Coat ceremony, orientation week, executive visits, recruitment, registration and the intake of new students.
3. Day-to-day admin duties including, but not limited to, student queries, booking appointments, distribution of key communications, managing incoming/outgoing mail/deliveries, reporting/recording any building maintenance issues and minute taking during various meetings.
4. Oversee and expand the UK program’s digital media presence by coordinating social media and website initiatives in partnership with SGU’s marketing and social teams.
5. Serve as the primary onsite IT and AV support contact for the Drill Hall, coordinating with the NU IT Department to troubleshoot and escalate technical issues.
6. Provide hands-on support for faculty and students, including hardware/software troubleshooting, lecture and exam setup, and ensuring all systems are ready for delivery.
7. Manage loaner laptop setup, configuration, distribution, and record-keeping, particularly in preparation for exams.
8. Any other duties or responsibilities may reasonably be required by the SASC or Assistant Dean of Basic Sciences.
Essential Knowledge, Skills & Abilities
9. Knowledge: understanding administration functions in order to carry out the role i.e. office processes followed and competent using Microsoft Office tools (Word, Excel, Outlook, PowerPoint), IT specific related understanding in relation to hardware/software functions to solve problems.
10. Skills: to be decisive and communicate effectively with colleagues and students by a variety of means (email/face to face/telephone); competent in office procedures and using necessary equipment; understand the needs of others and assist in their IT-related problems.
11. Abilities: the ability to analyze a problem and have the knowledge and skill set to solve; to perform work duties with speed and accuracy and with confidence in own ability; able to assist/develop new ways to solve a problem or improve a process; work well in a team and also able to adapt to work on own initiative in a variety of tasks.
Qualifications
12. High School Diploma or equivalent (GCE grades A-C in English & Mathematics)
13. Previous experience in similar role
14. Must have the legal right to work in the United Kingdom.
Work Environment/Physical Demands
15. The role operates in a professional office environment.
16. This job is performed at an individual workstation, in an office shared with other members of staff.
17. The role makes use of standard office equipment such as a PC, desk phone, filing cabinets, photocopier and laminator.
18. The office also contains one of the shared photocopiers for the building and at times, can be quite noisy.
19. The ability to maintain good concentration while managing interruptions is important – this office is first point of contact for staff and student queries.
20. The role requires occasional lifting or moving office products, e.g. when a stationery order arrives
21. The office has air conditioning, but no natural light or an open window.
Hours and Travel
22. 0.5 FTE position with future potential for increased hours.
23. 17.5 working hours per week; specific working days to be agreed upon.
24. There may be a requirement to work off site and/or on occasions evenings and weekends.
25. Travel is not necessary – one single office base.