Administrator (Level 2b) - Faculty of Arts and Humanities

To provide comprehensive, effective and efficient administrative support to the department and its external customers.
Key Accountabilities / primary responsibilities
o To provide effective and efficient administrative/secretarial support to senior colleague(s), including the co-ordination of diaries, arranging and servicing meetings, filtering enquiries, drafting and preparation of documentation and organisation of events.
o To apply a good working knowledge of departmental administrative systems to answer queries and resolves problems from colleagues and external customers.
o To contact other departments or external customers to source and exchange information.
o To contribute to the development of administrative systems, carrying out administrative processes and ensuring controls are in place to ensure accuracy and timeliness.
o To analyse, manipulate and interpret complex information in order to compile detailed summary reports.
o To process invoices and orders, making effective use of Agresso financial administrative process as required.
o To monitor and take responsibility for small scale resources.
o To provide informal coaching/training to colleagues in relation to administrative tasks.
o Any other duties as allocated by the line manager following consultation with the post holder.

o Skill level equivalent to achievement of NVQ2, GCSE or City and Guilds.
o Previous work experience within an administrative or secretarial support role.
o Able to demonstrate a sufficient knowledge of work systems, equipment processes and standard IT packages.
o Able to demonstrate a good knowledge of the role and its context.
o Able to produce clear, accurate and concise written documentation.
o Experience of analysing data and presenting summary information clearly.
Planning and organising
o Able to effectively organise allocated work activities and assist in the effective organisation of non-standard tasks and events.
o Able to work well with minimum supervision.
Problem Solving and Initiative
o Able to independently solve a range of problems by responding to varying circumstances, whilst working within standard procedures
Management and Teamwork
o Able to contribute to team efficiency through sharing information and constructively supporting others.
o Able to ensure any staff managed or supervised are focuses on allocated tasks and aware of service standards.
o Able to effectively allocate work and check the work of others ensuring required service standards and deadlines are met.
o Able to adapt well to change and service improvements.
Communicating and Influencing
o Able to seek and clarify detail.
o Experience of providing advice on administrative procedures to colleagues and external customers.
o Able to demonstrate own duties to other colleagues as required.
Desirable Skills:
o RSA II word-processing, or equivalent level of skill or qualification.
o Experience of monitoring a small scale budget (e.g. stationery)
o Previous supervisory experience
Please note that unfortunately we can not accept Certificate of Sponsorship (COS) for Casual Work at the University of Southampton