Senior Administrator (Facilities) - School of Metallurgy and Materials - 104012 - Grade 5

Summary

As a senior administrator within the School of Metallurgy and Materials you will provide support for a broad range of administrative duties, some of which may be complex. You may also be responsible for managing other staff or for supporting colleagues and sharing knowledge. You will be able to use your wide range of skills, both technical and administrative, and have the opportunity to lead on specific tasks within a team. You will be supporting the Operations team with room bookings, organising events etc. In order to flexibly use resource, you may be given the opportunity to work in different areas of the department or wider University.

Senior Administrators may work in any area of the University with large groupings in HR, Finance, and School / College Hubs.

Main Duties

• You will be able to deal with complex systems and procedures and will be expected to offer advice on these, including deciding on the response to more complex queries.
• You will be expected to exercise your judgment on the answer to queries or on the direction of work within parameters set by your manager. On a day-to-day basis you will be expected to resolve more complex queries without necessarily referring to your manager.
• If you have a supervisory role, you will line manage your staff taking responsibility for co-ordinating and prioritising the work of others. If not in a supervisory role you will still be expected to act as a role model and coach members of the team.
• You will maintain high profile working relationships with key stakeholders on your own initiative, fielding enquiries and ensuring that appropriate information is disseminated to stakeholders as appropriate.
• You may be required to create content for website and ensuring the information on the website is kept up to date.
• You may be involved in organising events including booking a venue, sending invitations, arranging refreshments, liaising with speakers, manage bookings, co-ordination of colleagues, advertising, collating feedback and reporting back.
• You will manage some smaller projects on own initiative, but will also carry out desk research and source data from internal and external sources in order to contribute to wider projects.
• You will be expected to use a variety of complex University systems and processes to research, analyst and interpret complex data, producing bespoke reports as required. This may include identifying and resolving issues with the data.
• You will support the management, development and implementation of operational processes and systems.
• You may be required to process more complex data (which may be financial, HR, operational), monitor accuracy, chase up missing information, and resolve any issues as appropriate.
• You will be expected to provide specialist advice and training to colleagues on area of activity.
• As required, you will provide a professional secretarial service to relevant committees and meetings.
• You may be required to be responsible for one or more of the following : monitoring budgets including processing payments, authorising expenditure, raising concerns where finances are not in line with the budget; procuring goods and services through the University system; updating and writing contents for the department’s communications eg intranet pages, webpages; dealing with health and safety and facilities issues; HR-related tasks such as managing staff absence, induction, or dealing with leavers; dealing with arrangements for international visitors; monitoring internal procedures / compliance and ensuring these are followed and disseminated as appropriate; booking rooms and organize events.
• You are expected to support equality and values diversity, moderate own behaviour to avoid unfair discriminatory impact or bias on others.

Required Knowledge, Skills, Qualifications, Experience

Dimensions

This role will require the exercise of personal initiative within and beyond the department. You will be working closely with the School’s Operations team and will support other teams when required.

Planning and Organising

The role is required to work independently on daily, weekly and monthly tasks but also on projects with medium-longer-term horizons without daily supervision. May manage other staffs’ workloads.

Problem Solving and decision making

They will work with direction from management but with a significant degree of autonomy. They will deal with more complex queries and be expected to resolve any problems in their area of responsibility. They may also manage the workload of others or coach others to achieve results.

Internal and External relationships

This role will be liaising with internal colleagues and stakeholders, likely to be University-wide and with external stakeholders.