TSS - Aura CDT Administrator

At the University of Hull, we know diversity fosters creativity and innovation, and we want our community to represent the diversity of the world's talent. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are likely to be underrepresented in the University of Hull workplace. This includes people from global minority backgrounds; people who have a declared disability; LGBTQI+ people; and women particularly for our Grade 9 and 10 roles.

We value our talented employees, and whenever possible strive to help colleagues to grow and progress in their future careers. We recognise that our people are our biggest asset. We hope you’ll be as excited as we are by what lies ahead. Let’s continue our journey. With great on-site facilities and numerous awards in recognition of our achievements within the Professional Services World, we want to continue growing and nurturing our existing staff as we endeavour to take on our next challenges as a University.

Background and Context

The post will be based in the Energy and Environment Institute (EEI), which was established at the University of Hull in late 2016. Our team of internationally-recognised experts lead research, innovation, education and engagement around climate adaptation and mitigation, flood resilience and the energy transition. The post holder will be providing high quality administrative support to EPSRC Centres for Doctoral Training in Offshore Wind Energy and working across our CDT1 Offshore Wind Energy and Environment and CDT2 Offshore Wind Energy Sustainability and Resilience.

Our Centres for Doctoral Training are unique in their transdisciplinary approach to meeting the research and innovation needs of the offshore wind industry. We have a dual focus – developing a diverse range of future leaders for the offshore wind industry; and creating impactful solutions to technological, environmental and socio-economic challenges arising from the rapid acceleration of the offshore wind sector. The ability to work collegiately and flexibly across the portfolios as workloads and activity timelines require is essential.

Specific Duties and Responsibilities of the post

• Providing administrative support to the PGR Programmes Manager
• Servicing the CDT governance and management meetings
• Supporting stakeholder engagement and partnerships
• Organising and administering the CDT PhD Scholarship recruitment cycles
• Supporting admissions processes and the delivery of Welcome Week
• Providing advice, guidance and support to CDT students on a wide range of processes, resources and requirements of the University, funders and other relevant authorities
• Organising and supporting CDT student engagement activities
• Administering reporting procedures, maintaining student records and producing management information and reports as required
• Supporting with processes and finances for grants and awards
• Providing support for field work liaising with the University travel provider and central UoH teams (e.g. finance, procurement) and the EEI Health and Safety Officer as needed
• Organising and supporting external and internal events, seminars and workshops
• Supporting communication activities, including assisting with the maintenance of programmes website presence as required
• Compiling and updating programme documentation including student and staff information and programme information portals
• Servicing the research programmes email inboxes
• Occasional weekend or out of hours working (e.g. assisting with PGR promotional events, University clearing)
• Such other appropriate duties as may be reasonably requested by the line manager

Overall Purpose of the Role

• Roles at this level work within established processes and procedures, with minimum day to day supervision under the guidance of a team leader
• The role holder will provide administrative support to staff, students and more senior colleagues. The role will involve maintaining systems and/or undertaking routine tasks that support the working of teams, processes and/or projects
• Require the relevant knowledge which may be gained through experience and on-the-job training

Main Work Activities

Communication

• Assist in the preparation and collation of written documents for circulation
• Take notes and produce formal minutes at meetings when required
• Format and edit publications
• Draft and type formal documentation
• Compile procedural manuals and other University documentation

Teamwork

• Under the guidance of a team leader, where necessary provide day-to-day support to other members of staff and members of staff new to the work area

Service Delivery

• Provide administrative support to colleagues including academic and administrative staff
• Provide administrative support to specific projects as required
• General office duties which may include:

• Using the photocopier and fax equipment
• Receiving, acknowledging, distributing and posting mail
• Updating notice boards
• General filing duties
• May be required to perform reception duties

Planning and Organisation

• Organise and represent the area and University at events
• Plan and prioritise own work activities

Analysis/Data Inputting

• Record and analyse data as required using Microsoft Office, other software and corporate systems
• Produce reports for routine analysis
• Check departmental web presence to ensure accuracy of information
• Maintain accurate records

Additionally the post holder will be required to fulfil the employees’ duties described in the University’s health and safety policies and co-operate with the health and safety arrangements in place within the department. May be required to undertake specific health and safety roles on request e.g. Display screen equipment assessor, departmental safety officer, fire warden. Show a commitment to diversity, equal opportunities and anti-discriminatory practices. This includes undertaking mandatory equality and diversity training. Comply with University regulations, policies and procedures.

COMPETENCY SPECIFICATION

To fulfil your role, you will need certain knowledge, skills and competencies. The following competency specification provides a framework within which your performance will be assessed. The interview assessment may include, for example, testing on IT skills.

The Competencies set out below are essential and are core requirements needed to perform the role and any candidate who fails the requirement will not be taken forward for further assessment or to interview.

• Has knowledge and experience of working in an office environment covering a range of administrative tasks
• Can use a broad range of products from the Microsoft Office suite and have the ability to learn new systems and software
• Has a good general education showing clear evidence of literacy and numeracy. For example, GCSE Maths and English A-C
• Can demonstrate the ability to exchange basic information promptly and in a courteous and effective manner to students, colleagues, line managers and external contacts
• Can demonstrate the ability to provide information in a suitable format so that the others’ needs are met and adjusts accordingly