Recruitment Role Profile Form (Template)
Version 1.0
Last amended: February 2011
THE UNIVERSITY OF NOTTINGHAM
Recruitment Role Profile Form
Job Title:
PA/Administrator
School/Department:
School of Biosciences, Division of Food Sciences
Salary:
£22,249 - £26,537 per annum, pro rata depending on skills and
experience. Salary progression beyond this scale is subject to
performance.
Job Family and Level: Administrative, Professional & Managerial Level 3
Contract Status:
Fixed-term until 30 September 2016
Hours of Work:
Part-time, job share (21.75 hours per week)
Location:
Sutton Bonington Campus
Reporting to:
Senior Administration Manager
Purpose of the New Role:
To provide confidential personal assistant provision to the SABMiller Chair, managing all
administrative tasks to ensure an efficient and effective service, maintaining good
relationships within the School and across the wider University, SABMiller plc and external
communities. To also provide administrative support to the staff and students within Brewing
Science and Sensory Science.
Main Responsibilities
% time
per year
1.

50%
2.



3.

4.




Manage the diary, travel arrangements and meeting schedules for the
SABMiller Chair and SABMiller interactions with the University. Manage and
prepare papers for all meetings/events the SABMiller Chair is required to
attend. First-line point of contact for SABMiller plc executives, providing
support and administrative duties for high level meetings, events and
receptions.
Organise and co-ordinate logistics for meetings, courses, symposia,
exhibitions and congresses associated with the activities of the Brewing
Science and Sensory Science Centres.
Minuting meetings and providing information in a timely manner for
delivery of programmes.
Maintaining up to date information on all relevant Brewing conferences
globally and informing colleagues of forthcoming events. Organising
registration and travel arrangements for all attendees.
Provide support for Brewing Science and Sensory Science residential
courses, organise room bookings, travel arrangements, liaison with hotels
for block bookings. Liaise with external speakers regarding course
arrangements. Booking of Brewery visits and social events.
First point of contact for visitors to the building and general enquiries.
Maintain room booking calendar for Bioenergy & Brewing Science Building.
Organise Associate accounts as required.
Keep up to date record of all staff within the building and their contact
information. Support staff with office, desk space and IT requirements.
20%
10%
20%


5.

Undertake induction programme for new joiners for Brewing Science and
Sensory Science (both staff and students).
To ensure that all purchasing and orders for SABMiller Chair, Brewing
Science and Sensory Science team are done efficiently and effectively
within University & School policy e.g. stationery, travel, printing, car
parking permits, etc.
To manage a University one-off Visa card within University & School
policies to support purchasing and travel requirements up to £5k limit.
Involves excellent record-keeping for all card transactions and monthly
reconciliation.
Any other duties appropriate to the role and level.
Knowledge, Skills, Qualifications & Experience
Essential
Qualifications/
 HNC or HND in a relevant subject,
Education
or equivalent
qualifications/certification, plus
considerable experience in a
relevant role(s)
OR
 Broad substantial relevant
experience demonstrating general
knowledge of a technical, financial
or professional practice and
development through involvement
in a series of progressively more
demanding, relevant work
Skills/Training
 Computer literate and proven
experience in Word, PowerPoint,
Excel and other Microsoft Office
tools
 Well developed written and verbal
communication and interpersonal
skills
Experience
 Considerable experience and a
strong background in
administration and record keeping
 Experience of working/responding
independently and dealing with
unforeseen problems and
circumstances
 Comprehensive knowledge of the
work practices, processes and
procedures relevant to the role
 Proven skill and experience of
analysing and problem solving
 Proven experience in planning and
organising own workload within a
diverse environment
 Proven ability and previous
experience of organising
meetings, planning and arranging
conferences and one-off events
 Working knowledge of the
activities of other areas of the
University relevant to the
school/department/work unit
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
Desirable
RSA advanced qualifications
Decision Making
i)
taken independently by the role holder
Day to day decision making relating to diary, travel and completion of administrative duties to
support the role held by Prof Hort.
Responding to daily correspondence, telephone calls and ad-hoc problems.
Prioritising workload on a daily basis.
Resolving ad-hoc problems on behalf of the SABMiller Chair.
Resolving ad-hoc problems on behalf of the wider Brewing Science and Sensory Science teams.
Organisation of meetings, conferences, one-off events.
Liaison with SABMiller plc colleagues.
Purchasing Card authorisation up to £5K per month.
ii)
taken in collaboration with others
Activity specific decisions will be taken in consultation with Prof Hort and other colleagues where
appropriate. Typical examples would be co-ordination of meetings and travel arrangements.
iii)
referred to the appropriate line manager (please name) by the role holder
Professor Joanne Hort, SABMiller Chair of Sensory Science and Head of International Centre for
Brewing Science OR Senior Administration Manager.
Additional Information:
This post is pre-dominantly based within the Food Sciences Division, working in the Bioenergy &
Brewing Science building although as the post is part school funded, the post holder may be
asked to help provide cover and support on occasion across the school.
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