Administrator

Full Time Fixed Term to 31/12/2025

Job Purpose: 

To provide comprehensive, effective and efficient administrative support to the department and its external customers.

Key Accountabilities / primary responsibilities

• 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.
• To apply a good working knowledge of departmental administrative systems to answer queries and resolves problems from colleagues and external customers.
• To contact other departments or external customers to source and exchange information.
• To contribute to the development of administrative systems, carrying out administrative processes and ensuring controls are in place to ensure accuracy and timeliness.  
• To analyse, manipulate and interpret complex information in order to compile detailed summary reports.
• To process invoices and orders, making effective use of Agresso financial administrative process as required.  
• To monitor and take responsibility for small scale resources.
• To provide informal coaching/training to colleagues in relation to administrative tasks.
• Any other duties as allocated by the line manager following consultation with the post holder.

Essential Skills

Qualifications, knowledge and experience

• Skill level equivalent to achievement of NVQ2, GCSE or City and Guilds.
• Previous work experience within an administrative or secretarial support role.
• Able to demonstrate a sufficient knowledge of work systems, equipment processes and standard IT packages.
• Able to demonstrate a good knowledge of the role and its context.
• Able to produce clear, accurate and concise written documentation.
• Experience of analysing data and presenting summary information clearly.

 Planning and organising

• Able to effectively organise allocated work activities and assist in the effective organisation of non-standard tasks and events.
• Able to work well with minimum supervision.

 Problem Solving and Initiative

• Able to independently solve a range of problems by responding to varying circumstances, whilst working within standard procedures

Management and Teamwork

• Able to contribute to team efficiency through sharing information and constructively supporting others.
• Able to ensure any staff managed or supervised are focuses on allocated tasks and aware of service standards.
• Able to effectively allocate work and check the work of others ensuring required service standards and deadlines are met.
• Able to adapt well to change and service improvements. 

Communicating and Influencing

• Able to seek and clarify detail.
• Experience of providing advice on administrative procedures to colleagues and external customers.
• Able to demonstrate own duties to other colleagues as required. 

Desirable Skills: 

• RSA II word-processing, or equivalent level of skill or qualification.
• Experience of monitoring a small scale budget (e.g. stationery)
• Previous supervisory experience

This role could be based at either the Avenue Campus, Southampton OR the Winchester School of Art

Working Hours: 36 hours per week (Full time) - There will be an option to work a minimum of 3 days in the office and the remaining 2 days from home.

Further details:

As a university we aim to create an environment where everyone can thrive and are proactive in fostering a culture of inclusion, respect and equality of opportunity. 

This role does not qualify for Skilled Worker Visa sponsorship. To explore alternative UK visa options, see gov.uk.

Apply by 11.59 pm GMT on the closing date. For assistance contact Recruitment on +44(0)2380 592750 or recruitment@soton.ac.uk quoting the job number.

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