Benchmark Role Profile for Secretary (APML2)
Version 2.0
Last amended March 2015
THE UNIVERSITY OF NOTTINGHAM
RECRUITMENT ROLE PROFILE FORM
Job Title:
Secretary
School/Department:
Salary:
Job Family and Level:
Administrative, Professional and Managerial Level 2
Contract Status:
Hours of Work:
Location:
Reporting to:
The Purpose of the Role:
The purpose of the role is to assist in the management of the undergraduate and postgraduate
programmes in the School from recruitment to degree award, through module enrolment and
providing full support to the relevant academic staff to ensure the smooth running of all the
degree programmes on a day-to-day basis. To deputise for the Undergraduate & Postgraduate
Manager in their absence, to ensure continuity of service for both students and staff in the
School.
Main Responsibilities:
1.
2.
To provide teaching and administrative support in the School Office
by:
 To provide full support to the School’s teaching and administration
 Invite and liaise with applicants over Open Day/interview dates.
 Make arrangements for talks, tours and catering, including student helpers,
and arrange payments against a budget.
 Receive and respond to general UCAS enquiries, and decide when to pass
on to the Admissions Tutor.
 Develop and maintain relevant databases and spreadsheets to ensure
information and statistics are available when required (e.g. interviewing
academics, admissions tutor and Director of Studies).
 Review and update UCAS-related School processes.
 Facilitate the processing and generating of orders via Agresso and use of
the University purchasing card.
Provide administrative support to Undergraduate & Postgraduate
Programme Manager and Director of Studies:
% time
per year
35%
25%
Benchmark Role Profile for Secretary (APML2)
Version 2.0
Last amended March 2015
3.
4.
5.
 Prepare School documentation for Week One registration for students (both
new and returning) and staff.
 Using specialised software, manipulate data to provide photographs of tutor
groups etc. for academic staff.
 Edit module information and associated handouts; updating information on
databases and spreadsheets as required.
 Collate record and distribute Undergraduate coursework.
 Prepare SET forms for lecturers. Collate and analyse SEC forms for Director
of Studies.
 Assist with preparation of exam marks for distribution to students.
 Assist with School input to the University Schools & Colleges Open Days.
 Deputise for Undergraduate & Postgraduate programme manager in their
absence to ensure processes continue.
Manage day-to-day running of the Support Office:
 Distribute workloads of support staff to ensure effective service taking
account of individual experience, skill and capacity.
 Receive and respond to telephone, personal and Email enquiries from
current and prospective students, staff and visitors, deciding when to pass
on to an appropriate colleague.
 Procure goods and services, placing orders for goods as needed using the
Agresso purchasing system.
 Distribute mail and faxes.
 Responsible for ordering stationery for the School. Use initiative to ensure
that stationery levels are kept at an appropriate level, anticipating
fluctuations through the year. Responsible for judging appropriate
quantities, negotiating price with supplier, and identifying best value for
money for the School.
 Ensure photocopiers are stocked with paper and ready for use.
Undertake any other duties necessary for the provision of an efficient support
service. For example, absence coverage for other administrative staff and
training and support for new members of staff.
Any other duties appropriate to the grade and role
Knowledge, Skills, Qualifications & Experience:
Essential
Qualifications/
Five GCSE’s or equivalent, including
Education
maths and English or
Significant experience in similar role.
25%
25%
Desirable
RSA II/word processing, or
equivalent.
Skills/Training
Experience
Excellent written and verbal
communication skills, and
interpersonal skills.
Excellent IT skills with experience of
Microsoft Word, Excel, PowerPoint
and Access, able to use e-mail and
access the Internet.
Ability to work well both

Knowledge of SATURN and
Benchmark Role Profile for Secretary (APML2)
Version 2.0
Last amended March 2015
independently and as of a team.
Agresso and University
admissions processes.
Experience of communication with
staff at all levels.
Ability to prioritise own work-load,
and adapt it in the light of altering
external priorities and pressures.
Experience of working unsupervised,
prioritising and taking responsibility
for tasks.
Experience of handling confidential
and sensitive information.
Broad administrative and secretarial
experience.
A good working knowledge of the
UCAS admissions processes.
Statutory/Legal
Decision Making
i)






Taken independently by the role holder;
Organisation and prioritisation of own day-to-day workload
Co-ordination of interviewees, student helpers and academic staff for interview days
Arranging payment of fees to student helpers
Receiving and responding to general enquiries
Reviewing relevant systems and procedures
Specific office equipment and stationery requests
ii) Taken in collaboration with others;
 Organisation and allocation of tasks with other members of the Office team.
 Improvements to routines and practice where they have a wider impact.
 Discuss specific stationery requests with the relevant individual, where there are options.
 Requirements of paperwork for registration, Undergraduate projects and coursework.
 Collaborate with other secretaries to provide effective and efficient secretarial service within
the School.
 Final content and presentation of documentation for registration etc.
 Approval and authorisation for purchasing.
iii) Referred to the appropriate line manager by the role holder;
 UCAS enquiries requiring academic input
 Exceptionally large stationery quantities being ordered by individuals, whether from School or
research project codes.
 Prioritising workload if clashes of deadlines occur.
 Hours of work and holiday arrangements.
 Goal setting and performance review.
 Personnel issues.
Benchmark Role Profile for Secretary (APML2)
Version 2.0
Last amended March 2015
Additional Information
This role is essential to smooth running of the Support Office and is vital to support the
undergraduate and postgraduate course programmes.
The University of Nottingham strongly endorses Athena SWAN principles,
with commitment from all levels of the organisation in furthering women’s
careers. It is our mission to ensure equal opportunity, best working
practices and fair policies for all.