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									                             UNIVERSITY OF NOTTINGHAM
                           RECRUITMENT ROLE PROFILE FORM

Job Title:                 Administrative Assistant – Research Office
                           (part-time, maternity leave cover)

School/Department:         School of Education

Salary:                    £16,376 - £19,411 per annum, depending on skills and experience,
                           (salary progression beyond this scale is subject to performance).

Job Family and Level:      Administrative, Professional & Managerial Level 2

Contract Status:           This post will be offered on a fixed term contract until 14 December
                           2012 to cover maternity leave.

Hours of Work:             Hours of work are 21.75 per week

Location:                  School of Education, Jubilee Campus

The Purpose of the Role:
To provide administrative support within the School of Education Research Office (SRO) including
student administration and support for staff research. To work flexibly within the School
Research Office team to assist the Postgraduate Research Administrator and Research
Administrative Manager to deliver an efficient and effective service to staff and students.
Main Responsibilities:

     Main Responsibilities                                                           % time
                                                                                     per year

1.   Provide support to the Postgraduate Research Administrator for attendance            45%
     related issues:
      Ensuring accurate and up-to-date database and paper-based records of
         supervision meetings and data from annual review reports.
      Producing attendance monitoring reports and updating the Student
         Attendance Monitoring Reporting System (SAMS).
      Identifying where data is missing, chasing and monitoring responses to
      Producing data and reports on supervision patterns for supervisors and
2.   Provide support to the Postgraduate Research Administrator to provide support        15%
     and/or cover for other PGR related administration. This may include, but is
     not limited to:
      Supporting administration of applications, including maintaining accurate
         and up-to-date database and paper-based records.
      Supporting staff with the administration, teaching and assessment of EdD
         and doctoral training modules.
      Working within the SRO team to provide support to the Postgraduate
         Research Administrator to carry out other PGR related administration.
3.   Work with colleagues in the SRO to provide support for the organisation of           35%
     events (seminars, meetings, open days, workshops, conferences) across the
     PGR and staff research and project portfolios, including:
      Advertising and invitation mail outs, booking rooms and refreshments,
         logging attendance and following up enquiries.
        Liaising with team members and other colleagues to ensure web,
         workspace and other sources of information are accurate and updated.
      Creating and updating information for notice boards and publications to
         ensure that all information is up to date and efficiently disseminated.
4.   Work flexibly within the SRO team to respond to general enquiries to ensure           5%
     the smooth running of the office and accurate dissemination of information.
     Undertake any other appropriate duties which may be required within the
     School Research Office.
Knowledge, Skills, Qualifications & Experience

                                 Essential                                 Desirable
Qualifications/    Candidates should hold vocational          European     Computer   Driving
Education           qualifications   (NVQ     2-3)  or          License
                    equivalent, and have some relevant         RSA Stage II word processing or
                    experience in a similar or related          equivalent
                    role, OR a proven track record of
                    relevant work experience.
Skills/Training    Good level of IT Skills including          Web editing and content
                    knowledge of Microsoft Suite (Word,         management
                    Excel, Outlook, Access, PowerPoint);
                    ability to use email and the internet.
                   Accurate and efficient data entry and
                    word processing
                   Good interpersonal skills
                   Appropriate and accurate use of
                    English in written and oral
                   Good organisational skills
                   Ability and confidence to respond to
                    non-routine enquiries
                   Ability to prioritise workload and
                    use own initiative
Experience         Experience of planning, monitoring         Experience of administration
                    and enhancing work schedules                work in the educational or
                   Experience of a broad range of office       similar sector
                    duties     eg.    data   entry,   diary    Administrative experience at a
                    management, correspondence                  level which requires a minimum
                                                                of supervision
                                                               Experience of servicing
                                                                meetings, including minute-
                                                               Experience of organizing high
                                                                profile external events
Other              Conscientious and flexible attitude
                    and a wish to achieve high
                    professional standards
                   Ability to work with limited
                    supervision and to tight deadlines
                   Motivated by team and individual
                    professional goals
                   Ability to act as a team member
                   Ability to work in a busy office
Decision Making

i) taken independently by the role holder;
Prioritisation of own workload
Responding to routine and non-routine enquiries
Answering any queries where information is known to the role holder.
Changing/amending/updating records in accordance with information received.
Conveying to staff and students relevant information linked to personnel and courses.

ii) taken in collaboration with others;
Answering queries where more specialist information is required.
Prioritisation of workload at busy periods.
Changes to office procedures and systems.

iii) referred to the appropriate line manager by the role holder.
Complaints and other complex cases – Postgraduate Research Administrator; Staff Research,
Projects and requests for support which appear to be outside this role profile - Research
Administrative Manager

Scope of the Role

More than 300 students from a range of countries are generally registered on the PhD, EdD and
MAERM courses administered within the School Research Office. The office team also supports
the Director of Research, Director of Postgraduate Research (PGR), the Research Ethics
Committee, the Nottingham Jubilee Press and the Research Strategy Group. This is an important
post in the School of Education as it works across the range of responsibilities within the team,
contributes to the student experience on research courses and upon the support provided to
research-active colleagues. It contributes to the School's objective of improving the quality and
quantity of research-related activity.

Additional Information

The School of Education is committed to reviewing its work practices to ensure organisational
effectiveness. Candidate should be aware that roles and responsibilities will inevitably evolve over
time and be prepared to adapt as necessary.

Flexi Scheme is in operation.

If you would like further information about any aspect of the work of the School, please visit our
website at

Please quote ref: SM07507E

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