School Administrator (North Wales Medical School) in Bangor

Job Number

BU03898

School/Department

College of Medicine & Health

Grade

5

Contract Duration

Permanent

Responsible to

College Administrator

Overview

Bangor University, established in 1884, has a continuing tradition of academic excellence, both in terms of its teaching and its research. The College of Medicine and Health consists of three:

• North Wales Medical School
• School of Health Sciences
• School of Psychology and Sport Sciences

The new Bangor University North Wales Medical School provides an exciting opportunity for an experienced administrator to help to set-up the schools administrative functions working with colleagues.

Purpose of the Job

To provide efficient administrative support as part of the Administrative Team within the College of Medicine and Health, holding specific responsibility to the North Wales Medical School.

Main Duties and Responsibilities

• Support the Head of School and Senior Executive Team with the organisation and day to day operation of administrative processes and procedures.
• Communicate effectively with both staff and students and maintain effective working relationships with colleagues within the University, and external bodies.
• Implement and maintain office systems, processes and records for the School including diary management, arranging travel and accommodation, organising meetings, room booking management and keeping important School information up to date.
• Act as secretary to College-level and School-level committees. Organising meetings, drafting agendas, preparing papers, taking minutes and circulating as appropriate.
• Support Human Resource activities for the School, including staff recruitment and induction, contract renewals and resignations, casual worker payments, maintaining UKVI records and annual leave records.
• Liaising with the College Finance Hub to the operational financial processes for the School including raising purchase orders, ordering stationery and processing staff timesheets.
• Assist with organising events including booking venues, refreshments and other associated tasks as required.
• Undertaking administrative support for ethics applications.
• Assist in the process of gathering information for returns and reports.
• Provide administrative support for research activities.
• Assisting with administering Health and Safety arrangements for the School.
• Support and contribute to the administrative governance of School by supporting regulatory and compliance activities.
• Be the point of contact for the School to report and monitor any building maintenance issues and assist with space allocation.
• Ensuring the confidentiality and safety of personal data in line with GDPR requirements. Always operating with a high level of confidentiality and discretion.
• To provide reception cover to the School and ensure that the School is always represented professionally.
• General office management duties and dealing with enquires.
• To work across functional team boundaries as part of a larger College Administrative Team to ensure that core support services are maintained, particularly during holidays, absences and at peak times of activity.

The above-mentioned duties and responsibilities are indicative and are not intended to be exhaustive. Duties and responsibilities may be varied following discussion with the post holder.

Other Duties and Responsibilities

• The post holder will be expected to participate in performance review and developmental activities.
• The post holder will be expected to comply with the University equal opportunities policies, Dignity at Work and Study Policy and the University’s Welsh Language Scheme.
• The post holder has a general and legal duty of care in relation to health, safety and wellbeing and must take all reasonable steps to ensure a safe and healthy working environment for themselves and for other members of staff, students and visitors affected by their actions or inactions. The post holder is also required to comply with all applicable health and safety policies, procedures and risk assessments.
• The post holder must comply with relevant legal and financial policies and procedures and be aware of their responsibilities in terms of the legal requirements of their posts.

Person Specification

Qualifications/Training

Essential

• Educated to 2 AS Levels or 1 A Level or NVQ level 3 (or equivalent) in a relevant subject area or possess relevant administrative experience.

Experience/Knowledge

Essential

• Experience of working within an office /administrative environment.
• Experience of implementing and maintaining administrative systems and procedures.
• Proficient in the use of Microsoft Office applications and other relevant software.
• Extensive experience of organising meetings and minute taking.

Desirable

• Experience of working within an academic environment.

Skills/Abilities

Essential:

• Good communication and inter-personal skills, with the ability to communicate effectively, both orally and in writing.
• Able to communicate and develop effective relationships with colleagues at all levels of the University.
• Excellent organisational skills and ability to handle a varied and demanding workload.
• Ability to prioritise tasks and meet deadlines.
• Accurate data entry and attention to detail.
• Ability to be proactive and to identify and recommend changes for improvement where appropriate.
• Ability to work independently and demonstrate initiative.

Desirable:

• Experience of working with publishing and design software, such as Adobe.

Other

Essential:

• The ability to speak Welsh fluently and carry out tasks such as writing emails in Welsh to a variety of audiences is essential for this post.

General

We are a member of Advance HE\’s Athena SWAN Gender Equality charter and hold a Silver award in recognition of our commitment to and progress towards gender equality within the University\’s policies, practices, and culture. We are proud to be a Disability Confident employer.

All members of staff have a duty to ensure their actions are in line with the overall environmental aims of the University and minimise their environmental impact.

All offers are made subject to proof of eligibility to work in the UK and receipt of satisfactory references.