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Clerical Assistant


  • pg 1
									Job Description and Person Specification (HR5)
Post Number:

Job Description

School/Department:      Generic Post – Benchmark (B1)

Post Title:             Clerical Assistant

Please enter Level          ERE           TAE             MSA            CAO           R.Nurse        Clinical
under appropriate                                            1B
Career Pathway

                                     Academic Posts                             Non-Academic Posts
ERE Category             Academi
                                       Research       Teaching
                            c                                      Enterprise       Education Development
                                         only           Only

Posts Responsible to (and Level):       Administrative Assistant

Posts Responsible for (and Level):

Job Purpose: To provide clerical support to a School or Service and its external customers.

    Key Accountabilities/Primary Responsibilities (6-10 bullet points maximum)                   % Time

       To respond professionally to straightforward factual enquiries, received either on
        the phone or in person, using judgement as to when to escalate to a more senior
        officer and taking/passing messages as appropriate

       To sort, open and distribute post in a timely manner.

       To support other staff by undertaking routine clerical tasks including
        photocopying papers, word-processing/typing work, filing information and
        booking rooms.

       To make accurate use of computer systems to input data and produce pre-
        defined basic reports

       To collate and distribute documents as required.

       Any other duties that fall within the purview of the post as allocated by the line
        manager following consultation with the postholder.

Internal & External Relationships: (nature & purpose of relationships)

          Other members of the School/Service.
          External customers to the School/Service.

Special Requirements: none

Person Specification

                                                                                        How to be
Criteria                                        Essential                   Desirable
Qualifications, Knowledge and Experience:       Basic Numeracy and

                                                Previous clerical based
                                                work experience.

                                                Ability to make effective
                                                use of office equipment
                                                e.g. photocopier,

                                                attention to detail

Planning and Organising:
                                                Able to accurately follow
                                                instructions and meet

Problem Solving and Initiative:                 Able to solve basic
                                                problems by following
                                                set procedures

                                                Able to use own
                                                judgement as to when to
                                                seek advice from a more
                                                senior colleague.
                                                Experience of taking an
                                                active part in a team,
                                                helping colleagues as
                                                required to ensure tasks
                                                are completed on time
                                                and to required

                                                Ability to adapt well to
                                                change and service

 Communicating and Influencing:
                                                     Able to effectively
                                                     communicate with
                                                   colleagues and visitors
                                                      providing factual
                                                  information as required.

 Other Skills and Behaviours:
                                                   Word-processing skills

 Special Requirements:

             Job Hazard Analysis Form - Appendix to Job and Person Specification

Please tick one of the following statements:

 This post is an office-based job with routine office hazards e.g. use of VDU (if ticked, no
 further information needs to be supplied)
 This post has some hazards other than routine office e.g. more than use of VDU

Please tick all those that apply, and put N/A if not applicable

 Environmental Exposures                                                          O*    F      C
 Outside work
 Extremes of temperature (e.g. fridge/ furnace)
 Potential for exposure to body fluids                                       ##
 Noise (greater than 80 dba - 8 hrs twa)                                     ##
 Exposure to hazardous substances (eg solvents, liquids, dust, fumes,
 biohazards). Specify ………………………………………………………….                                ##
 Frequent hand washing
 Ionising radiation.
Equipment/Tools/Machines used
 Food Handling                                                               ##
 Driving university vehicles(e.g. car/van/LGV/PCV)                           ##
 Use of latex gloves (note: prohibited unless specific clinical necessity)   ##
 Vibrating tools ( e.g. strimmers, hammer drill, lawnmowers)                 ##

 Physical Abilities

 Load manual handling.

 Repetitive Crouching/Kneeling/Stooping
 Repetitive Pulling/Pushing
 Repetitive Lifting

Standing for prolonged periods
Repetitive Climbing i.e. steps, stools, ladders
Fine motor grips (e.g. pipetting)
Gross motor grips

Repetitive reaching below shoulder height

Repetitive reaching at shoulder height
Repetitive reaching above shoulder height
Psychosocial Issues
Face to face contact with public
Lone working
Shift work/night work/on call duties                                      ##

     O – Occasionally (up to 1/3 of time); F – Frequently (up to 2/3 of time); C – Constantly (more than
     2/3 of time) ## denotes to HR the need for a full PEHQ to be sent to all applicants for this position.
FOR SCHOOL/SERVICE USE ONLY                        ResourceLink Post Number
Which post does this job report to
Is this post a Line Manager?                       Yes                            No
If yes, which posts directly report into it?       ResourceLink Post Number
Post 1
Post 2
Post 3
Post 4
Post 5
Post 6
Post 7
Post 8
Please add additional rows as required


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