POST TITLE: Administrative Assistant (Green Steps)
DEPARTMENT: Academic Registrar’s Office
SUB-DEPARTMENT: Student Careers and Skills
POST RESPONSIBLE TO: Departmental Administration Manager
SALARY: £17,329 – £19,411 pa pro rata
REFERENCE NO: 72143-092
CLOSING DATE: 10 October 2012
To provide efficient, accurate and high quality administrative and secretarial support to the
Placement Learning Unit in the Centre for Student Careers and Skills, under the guidance of
the Departmental Administration Manager. To set up procedures and systems for the
Green Steps pilot and provide administrative and secretarial support for the programme. To
provide general administrative and secretarial support for the Placement Learning Unit as
DUTIES AND RESPONSIBILITIES:
1. Administrative support
Day-to-day running of the Green Steps programmes, anticipating,
troubleshooting and resolving queries relating to the programme to ensure that it
Liaison and administration relating to recruitment and payment of trainers.
To ensure that teaching materials for workshops are available, if required by the
To keep web pages and myAdvantage database up to date.
To ensure that promotional materials are up to date, preparing new materials
under the guidance of the Placement Learning Unit Manager and distributing to
students and employers.
To liaise with students and employers to make arrangements for internship
placements, and maintain contact with students and employers during internship
To monitor submissions of group projects following training and collect internship
reports and learning journals.
To ensure feedback is received from students and employers on the internship.
To record case studies, quantative analysis and interpretation of qualitative
comments on evaluation forms and recording on database.
To make payments of bursaries to students and keep accurate budgetary
To source and book meeting rooms and catering.
2. Responsibility for planning, organising and co-ordinating for events
To set up a workgroup and determine and set up appropriate links, labels,
journals on the Departmental IT system/database; prepare a budget spreadsheet
for the event; set up shared information regarding contacts etc.; set up shared
resource on Outlook, allocate tasks to workgroup and self, set meeting dates and
ensure deadlines and benchmarks are clear to all involved; book venue and
catering; attend on the day to ensure everything runs smoothly and organise and
assist with set up and clear up.
To liaise with participants; in line with set budget, negotiate venue cost and
requirements, negotiate catering and printing costs with suppliers; identify and
make arrangements for ancillary services.
To record participants at events, details for contacts, maintain record of event
To anticipate, troubleshoot and resolve difficulties in relation to services, events,
finances and administrative functions.
3. Secretarial support:
To arrange and take minutes of departmental meetings, (some of which include
people from other departments and/or students).
To arrange meetings and diary entries.
To put together bespoke programmes for new staff inductions.
To make arrangements and put together a programme for external visitors, meet
and greet, source appropriate hand outs and brochures for departmental and
General secretarial duties e.g. filing, word processing, spreadsheets.
4. Marketing support
To send mass emails, postal mailings and collating responses (in general this
would be to students, but could include external contacts e.g. alumni and
5. Front-line support
To share support for telephone and email enquiries to personal and resource
email accounts. These could be enquiries from students, employers, University
staff from all departments and people external to the University.
To provide support to the Placement Learning Team as necessary.
POST TITLE: Administrative Assistant (Green Steps)
DEPARTMENT: Centre for Student Careers and Skills
The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role
REQUIREMENTS ESSENTIAL (E) MEASURED BY:
The post holder must be able to demonstrate: OR a) Application Form
DESIRABLE (D) b) Test/Exercise
REQUIREMENTS c) Interview
Minimum of 5 GCSE’s grades A-C including E a
English and Mathematics (or equivalent)
Educated to A Level (or equivalent) D a
Significant previous experience working E a, c
in a support post within an office environment,
preferably within education, teaching or careers
An understanding of the ethos of the Centre and E c
issues of student skills and career development,
and a genuine desire to work towards
departmental and University strategic goals
Excellent skills and knowledge of Microsoft Office E a, b
software including Powerpoint, Outlook, Word
and Excel and the application of the
organisational tools contained within these
Knowledge and experience of updating a website E a
Knowledge of office procedures and practices E a
and skill in applying that knowledge to improve
Good organisational and time management skills E a, b, c
Good verbal and written communication skills E a, b, c
Ability to work both on own initiative and as an E a, c
effective team member
The ability to produce high quality work, E a, b
demonstrating speed, accuracy and attention to
For further information about the University of Warwick, please visit our website at
Student Careers and Skills
For further information about the Centre for Student Careers and Skills please see our
website at http://www2.warwick.ac.uk/services/careers/about/jobs_further_particulars
Working hours are 50% of full time, and the working pattern will be 1:45pm – 5:30pm
Monday to Thursday, and 1:15pm – 4:30pm on Fridays.
Recruitment of Ex-Offenders Policy
As an organisation using the Criminal Records Bureau (CRB) Disclosure service to assess
applicants’ suitability for positions of trust, the University of Warwick complies with the CRB
Code of Practice and undertakes not to discriminate unfairly against any subject of a
Disclosure on the basis of a conviction or other information revealed. More information is
available on the University’s Vacancy pages and applicants may request a copy of the CRB
Code of Practice.