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Vacancy Summary – 12-RESE089-01
Project Administrator
Fixed Term Contract until 30 September 2013
1. The Post
The University for the Creative Arts is seeking to appoint a Project Administrator in
Canterbury.
2. Main Purpose and Duties of the Post
Job Title: Project Administrator
Location: Canterbury
Hours of Work: This post is for a maximum of 797 hours to be worked over
a fixed term period, until 30 September 2013, to deliver a
specific project. The weekly number of hours required in this
role may fluctuate depending on the needs of the project
and will be negotiated with the post holder throughout the
duration of the project.
Grade: 4
Reports To: Assistant Director of Research & Enterprise
Statement of Job To provide organisational and administrative support for the
Purpose: AHRC funded Skills Development Workshop series
including the Creative Challenge/Brain Child initiatives
enabling their effective delivery as a collaborative venture
between UCA and NUCA.
The University actively encourages staff development and
training. You are expected to participate in training and
development activities as necessary to meet job,
institutional and personal development.
Training and development is primarily focused as
developing you in your present role. However, some part of
the long term training strategy of the University includes
identifying personal development needs that will improve
your performance and skills as an employee of the
University.
UCA Canterbury | UCA Epsom | UCA Farnham | UCA Maidstone | UCA Rochester
MAIN DUTIES
Working with the Assistant Director and the Director of Research and Enterprise,
to plan, organise and deliver the AHRC Skills Development Workshops including
the Creative Challenge/Brain Child initiative on time and within budget, including
monitoring deadlines and prompting further action as required.
Managing the collaboration between UCA and NUCA for the delivery of the
workshops and the Creative Challenge/Brain Child initiative on the CREST
platform.
Liaising effectively with internal and external contributors to the Workshops to
support their delivery.
Liaising effectively with the CREST Research Coordinator regarding the promotion
of this initiative.
Liaising effectively with venues and other facilities used for the delivery of the
workshop programme.
Processing incoming mail and email related to this project including the
registration of Postgraduate and Doctoral students and Early Career Researchers
for these events.
Processing outgoing mail and email including sending appropriate
communications on behalf of the Project Director.
Arranging meetings of the Project Advisory Group including room bookings;
preparing meeting agendas in consultation with the Project Director, collating
background information and taking minutes/records of meetings as required.
Using initiative in channelling and processing telephone calls and messages,
taking action where and as appropriate.
Dealing with internal and external enquiries and initiating action, liaising internally
with project staff, contributors, facilitators, participants as necessary.
To support the production of project related publicity material and publications in a
range of formats including print and online.
Other Duties
Any other duties commensurate with the grade and status of the post.
Travelling between campuses and to project venues as required for the duties of
the post.
To attend staff development events as advised by the line manager.
To undertake health and safety duties and responsibilities appropriate to the post.
To maintain and promote equal opportunities within the terms of the University’s
policies.
UCA Canterbury | UCA Epsom | UCA Farnham | UCA Maidstone | UCA Rochester
3. Person Specification
Qualifications
Essential: Q1 Educated to ‘A’ level standard or equivalent or directly
relevant equivalent experience.
Desirable: Q2 HND/HNC or degree.
Experience
Essential: E1 Proven experience of working unsupervised in a busy
office environment.
E2 Working under pressure to meet deadlines und using
initiative.
E3 Managing information system.
E4 Putting in place information and administrative systems.
E5 Dealing effectively with a range of people within and
outside UCA.
E6 Track record of working in online environments / with
online information systems.
Desirable: E7 Experience of working in a Higher Education
environment.
Skills & Abilities
Essential: S1 Office organisational skills and ability to prioritise work.
S2 Advanced MS Office skills (Word, Excel, Powerpoint).
S3 Excellent written and verbal skills.
S4 Outstanding inter-personal skills.
S5 Secretarial support for meetings.
S6 Familiarity with email and internet.
S7 Excellent interpersonal skills and the ability to deal with a
range of people inside the organisation and in other
organisations and a range of external enquiries.
S8 Ability to combine a high level of organisation and office
efficiency with a relaxed and easy manner.
S9 Ability to undertake initiatives on behalf of the Assistant
Director of Research and Enterprise.
S10 Ability to work under pressure without supervision where
required.
Desirable: S11 Use of scheduling/personal timetabling software.
S12 Experience in web based content management systems.
S13 Ability to distil, analyse and make accessible complex
information.
S14 Budget monitoring and financial processing.
Personal Qualities
Essential: P1 To thrive as a member of a team environment.
UCA Canterbury | UCA Epsom | UCA Farnham | UCA Maidstone | UCA Rochester
P2 Discretion and diplomacy.
P3 Assertiveness.
P4 Excellent telecommunications skills.
P5 Ability to travel between campuses and to external
venues as required by the post.
Desirable: P6 Project management skills.
P7 A driving licence.
4. Summary of Terms and Conditions of Employment
4.1 Place of Employment This post will be based at the Canterbury campus of
the University for the Creative Arts. Regular travel to
our other campuses will be required.
4.2 Hours of work This post is for a maximum of 797 hours to be worked
over a fixed term period, until 30 September 2013, to
deliver a specific project. The weekly number of hours
required in this role may fluctuate depending on the
needs of the project and will be negotiated with the
post holder throughout the duration of the project.
4.3 Salary This post is established at Grade 4, on the incremental
range of points shown below. Please note any offer of
appointment is made at the bottom of the grade.
£9.19
£9.46
£9.73
£10.01
£10.30
£10.60
4.4 Period of Notice One month notice is required on either side.
4.5 Probation Period There will be a six month probationary period.
4.6 Pension Scheme The post holder will be entitled to join the Local
Government Final Salary Pension Scheme,
administered by Surrey County Council. Employee
contributions are 5.9% or 6.6% of their salary per
annum.
4.7 Holiday Entitlement 25 days per annum, pro rata, rising to 30 days, pro
rata, after 5 years service, plus statutory public
holidays. Discretionary additional days may also be
granted on days when the University is closed in the
interests of the efficiency of the service e.g. between
Christmas Day and New Year’s Day.
UCA Canterbury | UCA Epsom | UCA Farnham | UCA Maidstone | UCA Rochester
4.8 Relocation Expenses The University will consider financially assisting those
newly appointed staff who are required to move home
in order to take up their appointment. All such
payments are made in accordance with the provisions
of the University’s Relocation Scheme.
4.10 Employment Offers of employment are subject to the receipt of two
Process satisfactory references (one of which must be your
most recent employer) and medical clearance. These
formalities have to be completed prior to contracts of
employment being issued, at which time a start date
will be discussed.
5. How to Apply
5.1 Application Forms
Complete the application form addressing the criteria within the person specification,
giving examples of where you meet the essential and desirable criteria, paying
particular attention to the requirements of the person specification. Application forms
which are only partially completed may not be considered. Curriculum vitae should
only be enclosed to expand upon points within the form. Please quote the job
reference and your name on any attachments. Job Ref: 12-RESE089-01
Completed Applications should preferably be returned by email to
hr@ucreative.ac.uk or fax: 01252 892680.
Alternatively please post to:
Human Resources Department, University for the Creative Arts, Falkner Road,
FARNHAM, Surrey, GU9 7DS
Closing date for receipt of completed applications is 4 November 2012
Interviews will be held on 15 November 2012
5.2 Acknowledgement
Applications are not usually acknowledged, due to the high cost of postage. If you
would like confirmation that your application has been received, please enclose a
stamp-addressed postcard, which will be returned to you on receipt. If you have not
heard from us within 4 weeks of the closing date, please assume you have not been
successful on this occasion.
Email applications will be acknowledged where requested.
Shortlisted candidates will be contacted by phone or email.
5.3 Interview expenses
Interview expenses are normally met, and will cover travel either at the University
mileage rate or second class rail travel. Expenses must be submitted within one
month from date of interview. Other expenses, such as overnight accommodation
and flights, should be discussed with the Human Resources department prior to
UCA Canterbury | UCA Epsom | UCA Farnham | UCA Maidstone | UCA Rochester
interview. The University has a free car park (parking spaces are not, however,
guaranteed).
Thank you for your interest in the University for the Creative Arts.
We look forward to receiving your application in due course.
UCA Canterbury | UCA Epsom | UCA Farnham | UCA Maidstone | UCA Rochester
