Administrative Assistant in Coventry - University of Warwick

Job Overview

Coventry, England
Job Type
Full Time
Date Posted
1 day ago

Additional Details

Job ID
Job Views

Job Description

To provide high quality administrative support for Initial Teacher Education (ITE), professional development and related programmes, with day-to day provision of processes, information and support for students, staff, internal and external partners and organisations, contributing to the effective integrated working of the broader Student Services team and of the Centre.

1.To support a range of tasks in support of the functions of the team including, student application processing and checking, identification of missing or incomplete documentation, student absence recording, handling and recording assignment submission, recording of marks, initiation of plagiarism checking processes, recording student extensions, references, DBS checks, supporting placement and partnership activities. Having an awareness of the need for confidentiality and discretion in dealings with staff and students and to be aware of and be compliant with Data Protection legislation.
2.To support student progress monitoring through data input to and maintenance of the departmental student tracker systems, identifying and alerting Course Leaders to progress anomalies.
3.To undertake written and telephone enquiry handling, monitoring and responding to generic resource account email queries, ensuring provision of accurate and appropriate information and/or ensuring enquiries are referred to the appropriate contact and there is effective follow-up and enquiry resolution. Input to the analysis of frequent queries and contribute to more effective information provision.
4.To support mail-outs, mass email circulations and other communications and provide logistical support to the organisation and on-the-day support for student, staff and related activities and events.
5.To support the general operations of the Centre, including purchase ordering, , diary management and room bookings.
6.To take minutes and action notes at meetings, as required.
7.To undertake other tasks, commensurate with the post’s grade, as agreed with the Student Services Manager.
8.To undertake all responsibilities with high levels of discretion and confidentiality and, within the scope of the role, to ensure that university policy and procedure in relation to GDPR legislation is adhered to.

Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.
Essential Criteria 1GCSE or equivalent with Maths and English at Grade C. (a)Essential Criteria 2Related training and appropriate certification e.g. in office administration, secretarial skills, IT skills, e.g. ECDL. (a, c)Essential Criteria 3Previous administrative experience in a customer-facing environment. (a, c)Essential Criteria 4Very good written and oral communication skills for marketing and communications purposes. (a, c)Essential Criteria 5Good numeracy skills and competence in creating and managing spreadsheets, data inputting and database work. (a, b, c)Essential Criteria 6Good organisational skills with accuracy and attention to detail. (a, c)Essential Criteria 7Ability to prioritise and manage own workload and work to tight deadlines. (a, c)Essential Criteria 8A good working knowledge of IT software, including Word, Excel, PowerPoint and an ability to work with a variety of systems and databases. (a, c)Essential Criteria 9Ability to work flexibly and to contribute to effective team working. (a, c)Essential Criteria 10Ability to work in a regulated environment, adhering to procedures whilst contributing to the development and implementation of effective and efficient process improvements. (a, c)Essential Criteria 11Appreciation of equality and diversity issues in the student body and in the workplace. (a, c)


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