Departmental Administrator

Departmental Administrator
Faculty of Health and Wellbeing
Professional Services - Faculty Operations Team
Fixed-term for 12 months
Full time
Salary £18,031 to £20,781 per annum, dependent on experience
Vacancy reference: HWB 181/14
Closing date: 17 October 2014 at 12 noon
The University
Sheffield Hallam is one of the UK's most progressive and innovative universities. With more than
34,500 students, 4,400 employees and a turnover of more than £247m we are the fourth largest
university in the UK.
We pride ourselves on making a difference - to our students, our employees and to the businesses
we work with. Our research and business ideas, alongside our sought after graduates, contribute to
the economic and social development of both our region and to the UK as a whole.
Our teaching is first-rate and is supported by our world-class applied research. Our students are a
diverse group and benefit from a tailored approach that helps them to get the most from their studies.
We offer top quality teaching and learning facilities and the ability to learn flexibly in a way that best
suits their needs. For example, we are one of the UK's leading universities in e-learning and offer a
range of distance learning and part time courses as well as the more traditional full time courses.
Our industry partners choose Sheffield Hallam because of our flexible, business led approach and our
high quality research, facilities and students. Our partners include Sony, BP, NHS, Network Rail,
Cisco, SAP and Microsoft.
Our facilities are state-of-the-art and we have invested heavily in new technology to ensure that our
technological capability matches the cutting-edge approach of our teaching. We are recognised as a
Centre of Excellence for Teaching and Learning, e-learning and employability.
The Faculty of Health and Wellbeing
The Faculty of Health and Wellbeing (HWB) is a large, complex and innovative area focusing on the
delivery of education, training, research and consultancy in the fields of sport and active lifestyles,
health and social care and biomedical science. We educate around 8,500 students every year as well
as providing expertise to a host of external clients, organisations and businesses.
Our 560 staff boast a wide range of expertise, knowledge and skills, allowing us to remain at the
cutting edge of education and consultancy, and ensuring we can connect academic, practical and
research experience across all our key areas.
The Faculty is made up of five academic departments: Allied Health Professions (diagnostic imaging;
occupational therapy and vocational rehabilitation; operating department practice; paramedic practice;
physiotherapy; and radiotherapy and oncology); Bioscience; Nursing and Midwifery; Social Work,
Social Care and Community Studies; and Sport. Our five research centres work across the same
academic themes and include the Centre for Health and Social Care Research, the Sport Industry
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Research Centre, the Centre for Sport and Exercise Science, Sports Engineering Research Centre
and the Biomedical Research Centre.
In addition the Faculty also employs staff working to support all teams and departments in driving key
themes such as UK and international business development, quality and enhancement, continuing
professional development, and interprofessional learning.
The Team
The Faculty Operations Team consists of 13 members of staff and is placed within the Business
Support Group. The role of the team is to provide support to members of the Faculty Executive Group
and Senior Managers. Each team member is assigned responsibility for providing PA support for one
or more of the Faculty Executive or Senior Managers. This involves diary and email management,
organising daily schedules, effectively monitoring and managing information, minute taking meetings
and building good stakeholder relationships. Other requirements of the role include delivery of faculty
processes and administrative support to departments. As Departmental Administrator within the team
you will have a good understanding of your work, possess excellent organisation and prioritisation
skills, be confident, and work proactively to identify system/process improvements and service
delivery.
Location
Collegiate Crescent Campus
This post is based at our Collegiate Crescent Campus which is a leafy oasis set in Victorian
landscaped gardens. The Campus is close to Ecclesall Road, which is bustling with shops, bars and
cafés.
Discussion and selection event
For informal enquiries regarding this post please contact Gail Hammond (Senior Administrator) on:
Telephone
Email
0114 225 2508
[email protected]
Proposed selection event
31 October 2014
The selection event for this post will comprise of an interview and in-tray exercise.
Job share
Whereas the University is committed to flexible working and the majority of vacancies are available for
job share applicants this role is unlikely to be suitable for work on a job share basis.
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Job description
Job Title
Administrator (Departmental)
Faculty/Dept
Faculty of Health and Wellbeing
Grade
4
Reports to
Senior Administrator (Faculty Operations)
Direct reports
None
Role Purpose
To provide local administrative support to academic Departments,
servicing departmental committee meetings as required.
To provide direct support for academic Heads of Department and
senior managers as required.
Professional Services generic responsibilities for grade 4 staff

Provide a consistent and professional service which supports the delivery of local business
plans.

Work collaboratively as a member of professional services to ensure an integrated approach
to the development and delivery of services including contributing to relevant initiatives within
your functional area.

Contribute to change and support new ways of working within University professional services,
including supporting work outside of your own functional area and/or team.

Provide a visible and proactive service, developing credibility and trust with a range of
stakeholders.

Contribute to the development, delivery and planning of services and functions within your
area of responsibility.

Contribute ideas and suggestions to enhance service delivery and customer experience.

Represent your functional area on committees, working groups and projects.

Work with other team members on the delivery of identified objectives.

Ensure the appropriate escalation of issues and areas of concern to the relevant manager.

Demonstrate a commitment to ongoing personal development.
Role specific responsibilities

Provide general administrative support to appropriate Senior Managers e.g. diary and email
management, organising meetings with internal and external stakeholders, document
formatting.

Take responsibility for UK and international travel arrangements on behalf of senior managers
e.g. scheduling transport (including flights), booking accommodation, organising visas and
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preparing itineraries/schedules, liaising with the International Office and Finance Directorate
as appropriate.

Develop and maintain knowledge of the activities within the Department, acting as first point of
contact for relevant staff when required.

Provide support for a range of University, Faculty and/or Directorate committees/groups and
meetings. This may include room bookings, distribution of papers, agendas, minutes/note
taking and associated processes.

Provide administrative support for customer relationship activities and partnership
arrangements within business area, ensuring records and relevant databases are accurate
and updated as part of a regular process.

Provide support for recruitment, induction and appraisal processes.

Provide support for internal and external Faculty events as required e.g. pre and post event
administration, facilities arrangements, handling queries and the registration of guests.

Take responsibility for ensuring events, activities and successes within the Department are fed
through to the Staff Engagement Manager / Officer for wider dissemination across the Faculty.

Disseminate internal communications as directed by senior managers and in line with Faculty
communication protocols.

Provide support for a range of processes within the Faculty Operations Team, as directed by
the Senior Administrator or Faculty Operations Officer.

Assist in process improvement activities as directed by the relevant senior manager.

Provide support for projects, both within your functional area and across Professional Services
e.g. co-ordinating meetings, collating information, disseminating communications and
preparing documentation.
General responsibilities

Deputise for the Senior Administrator (Faculty Operations) as required.

Provide cover and support across Professional Services as required.

The above list is not exhaustive and, as such, it is expected that you will be responsible for
related issues commensurate to the level of the role.
Attributes





Stakeholder/Customer Focus
One Team Worker
Responsiveness to Change
Developing Self and Others
Self Confidence and Initiative
Core
Core
Core
Core
Core
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Person Specification
Job Title
Administrator (Departmental)
Faculty / Directorate
Faculty of Health and Wellbeing
(* Essential or Desirable)
Attainment
Details
E*
D*
Evidence**
Educated to GCSE/O level standard (or equivalent
experience)
E
AF + Q/C
Working independently including planning and
prioritising own workload, dealing with conflicting
deadlines, ensuring deadlines are met and accuracy is
maintained
E
AF + I
Assisting with committee servicing including note
taking
E
AF + I
Evidenced achievements
e.g. relevant qualifications
(or equivalents), training,
membership of
professional bodies
Experience
Type of experience and
specific knowledge
required for this job
Contributing to team work planning activities
Competencies
Skills and abilities required
for effective performance
e.g. numeracy, attention to
detail, oral and written
communication, planning
and organising, leadership
skills, ability to cope with
conflicting
demands/deadlines
Other relevant
information
D
AF + I
Providing guidance to stakeholders e.g. answering
straightforward queries and signposting more complex
queries as appropriate
E
AF + I
Excellent customer service, handling queries and
problem solving, dealing directly with customer
complaints and resolution
E
AF + I
Identifying opportunities to improve processes and
contribute to implementation
E
AF + I
Support to a senior manager, demonstrating proactivity
and initiative
Appointment to this post is being made using the
Professional Services Attribute Framework (see job
description for details)
E
AF + I
E
I
Good oral and written communication skills
E
AF + I
Proficient in the use of IT systems including Microsoft
Office packages
E
AF + In-tray
Ability to work flexibly according to the needs of the
service and to adapt to changing circumstances
E
AF + I
e.g. shift work or weekend
working, travel in UK or
abroad
(state approximate
frequency i.e. travel abroad
twice a year)
**Evidence/Method of Assessment:
AF = Application form
In-tray = In-tray Exercise
I = Interview
Q/C = Qualifications/Certificates
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How to apply
Complete the Sheffield Hallam University application form and email it to [email protected]. Call
us on 0114 225 3950 if you have any questions about completing the form or the recruitment process.
You will be informed as soon as possible after the closing date if you have been short listed.
If you have not received notification from us within four weeks of the closing date, please assume you
have not been successful on this occasion.
Non-EU nationals
We have a legal responsibility to ensure that all employees are entitled to live and work in the UK. If a
job requires highly specialist skills and qualifications we may be able to provide a Certificate of
Sponsorship to help you gain entry clearance or leave to remain in the UK from UK Visas and
Immigration.
Further guidance on the UK Visas and immigration Points Based System can be found at
www.gov.uk/government/organisations/uk-visas-and-immigration. You can also email the Human
Resources Directorate at [email protected].
Equality and diversity drive our success
Equality and diversity are essential to our academic and business strengths. We believe that
excellence comes through recognising the value of each individual.
We aim to create an environment that respects the value of each individual and the diversity of
employees and students in the University's community. This will enable them to contribute fully, and
to derive the maximum benefit and enjoyment from their involvement in University life.
Positive about disability
We use the symbol on the right, along with other like-minded employers, to show
our commitment to good practice in employing people with a disability. It also
enables people with a disability to know which employers will be positive about
their abilities.
All applicants who meet the minimum criteria (based on the person specification)
for a job vacancy and have declared their disability are guaranteed an interview
and considered on their abilities.
Stonewall Diversity Champions programme
We are members of the Stonewall Diversity Champions programme,
reinforcing both our commitment to improving the workplace culture for
lesbian, gay and bisexual employees and our recognition that people
perform better when they can be themselves. Stonewall recognises
Sheffield Hallam as a forward thinking 21st century employer which
aims to recruit, recognise, and support the very best people regardless
of background.
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Trade unions
We are committed to working in partnership with employee representatives. You are welcome to join
a trade union, professional association or employee organisation and participate in its activities. We
recognise the following unions for the purposes of collective bargaining UNISON, GMB, T&GWU,
UNITE, UCU.
Benefits of working for us
We offer generous holiday entitlements - annual leave entitlement is a minimum of 25 days (pro rata
if you work part-time) and rises depending on staff group and grade. In addition to the eight standard
UK bank holidays, up to six extra statutory days (a minimum of four) are provided each year for
extended University closure around some UK public/holidays.
We understand the need for a good work-life balance. That's why we support and operate a number
of flexible working schemes including job-share and flexible working hours where applicable.
We operate an incremental grade structure. This means that you will be eligible to receive an annual
pay increase (subject to satisfactory performance) until your salary reaches the maximum salary for
your grade.
Our defined benefit pension schemes are a real asset to your peace of mind. Depending on the job
you're appointed to, you will be entered into either the Local Government Pension Scheme (LGPS),
Teachers’ Pension Scheme (TPS), or remain in the Universities Superannuation Scheme (USS) if you
are a current member.
We also offer many other benefits including Travel discounts, Family Friendly Schemes, Health and
Wellbeing and Training and Development opportunities for employees. For more information about
the benefits available to you, visit www.shu.ac.uk/jobs/vacancies/documents/benefits.html
Living and working in Sheffield
Sheffield is the greenest city in England. We have over 200 parks and woodlands and a third of the
city is in the Peak District National Park. We have excellent rail links to all major cities and the city
centre is in walking distance of both our campuses.
For more information, visit www.shu.ac.uk/jobs/vacancies/documents/lawisheff.html
Other important information
All appointments are made subject to confirmation of eligibility to work in the UK and satisfactory
declaration of health from the occupational health consultant to make sure you are medically able to
carry out the type of work involved in the post. Appointments are also subject to receipt of satisfactory
references and any other checks that may be required for the role.
We comply fully with requirements of the Data Protection Act 1998. This requires us to tell you we will:



hold details of your name, address and the post applied for to assist the recruitment process
hold the information on your equal opportunities monitoring form, to monitor the effectiveness
of our policies
retain records for unsuccessful applicants for one year, after which time the records are
destroyed
For overseas applicants we normally reimburse travel expenses from the port of entry into the UK
only.
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