Institute Senior Administrator - Level 3 (1161-24)

at  University of Southampton

ESSENTIAL SKILLS:

• Experience in organising events
• Able to make effective use of standard Microsoft Office 365 applications including Word, PowerPoint, Outlook, Teams, and Excel.
• Able to plan and prioritise a range of one’s own, and the team’s, standard and non-standard work activities.
• Ability to organise and store office data systematically and effectively and use records appropriately.
• Able to manage self and prioritise workload including working proactively and independently on project activities.
• Able to work collaboratively with other individuals and teams, including professional services, external bodies and other stakeholders as appropriate.
• Able to take accurate and concise minutes at complex meetings and circulate outputs within an agreed time scale.

DESIRABLE SKILLS:

• RSA II word-processing (or equivalent qualification or experience)
• Financial administrative experience.

JOB PURPOSE:

To ensure the provision of comprehensive, effective, and efficient administration and operational support to the Institute. Apply judgement and provide detailed, specialist advice and guidance as required.
Provide a professional interface between researchers, the Institute, R&IS and other professional services in relation to the implementation of relevant University policies.

KEY ACCOUNTABILITIES/RESPONSIBILITIES:

• Manage, organise internal and external Institute events, such as conferences and workshops, ensuring all activities and deliverables run efficiently by co-ordinating diaries, booking venues, setting and communicating programme schedules, liaising with appropriate key stakeholder groups, managing hospitality and visitor arrangements.
• Support effective internal communication, including the development and maintenance of Intranet sites and content for digital signage, updating web pages (if required) liaising with appropriate stakeholders.
• Provide a high quality, value-added and flexible administrative support, including anticipating requirements and taking ownership for outputs from high level meetings and official communications.
• Provide proactive, detailed advice and guidance on processes and procedures, using judgement to suggest the most appropriate course of action.
• Plan and organise Board Meetings, Committees and other meetings and events involving senior University management and/or senior managers.
• Coordinate the preparation of relevant papers, make the necessary arrangements for the smooth running of the meetings (including room booking, travel arrangements for visitors), attend meetings to take notes and prepare draft minutes for approval by Chair.
• Provide executive administrative support to Deputy Directors where required, including arranging and servicing meetings, filtering problems and enquiries, drafting and issue of documentation, organisation of events including travel and itinerary arrangements and attending meetings on behalf of the Coordination Manager as appropriate.