Benchmark Role Profile for Administrative Assistant (APML2
Version 2.0
Last amended March 2015
THE UNIVERSITY OF NOTTINGHAM
RECRUITMENT ROLE PROFILE FORM
Job Title:
Administrative Assistant
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 financial management and administration of the
School by providing support and advice to academic staff and students efficiently and to a
high standard.
Main Responsibilities:
1.
2.
3.
4.
Accountable for consolidating and processing orders for the School via the
Agresso finance system and Sciquest, distributing these orders to suppliers by
appropriate means. Accuracy and attention to detail is very important to
ensure the purchasing requirements of staff and students are met promptly to
enable them to continue teaching and research. Respond to changes in
requirements by amending orders, consulting with School staff and external
suppliers as required. Maintain records of all orders.
Receive and respond to internal and external queries from within the School,
University, general public and external suppliers to provide advice, resolve
both simple and complex queries and ensure a prompt efficient service is
provided.
Agresso housekeeping to ensure all orders are raised, invoiced and then
terminated correctly to reduce accruals etc at each year end.
Administer the documentation and processes for all types of postgraduate
studentships to ensure smooth registration, and fees and stipend payments
are processed on time.
% time
per year
40%
20%
10%
10%
Benchmark Role Profile for Administrative Assistant (APML2
Version 2.0
Last amended March 2015
5.
6.
7.
Organise office duties such as checking, processing all types of forms
(expenses, quotations, delivery notes, etc), sending to relevant suppliers or
parts of the University, and then filing the documents to ensure easy access
for queries. Administer all quotations and purchasing forms to support
University purchasing regulations. Review and adjust office procedures to
improve office effectiveness.
Organise conference registrations, travel and hotel accommodation for staff
and students. Administer staff holiday, sickness recording, petty cash sales,
issuing of department keys and maintain databases to store information
relevant to meet various School/University reporting requirements. Compose
letters, memos and faxes to communicate information or liaise with internal
and external contacts.
Any other duties appropriate to the grade and role
Knowledge, Skills, Qualifications & Experience
Essential
Qualifications/
Vocational qualification (NVQ2
Education
Administration with Secretarial Skills)
or equivalent and experience of an
office/administrative environment or
Considerable work experience in
relevant role.
Skills/Training
Extensive IT knowledge (MS Office,
email)
10%
10%
Desirable
Advanced typing/secretarial skills
– audio/shorthand.
Preferably experience of using
Sciquest, Agresso and Saturn
Excellent oral and written
communication skills
Ability to build working relationships
within the School/department,
University and external suppliers
Experience
Experience of planning own work
activities in response to differing
needs of the School and deadlines
Ability to work independently to
resolve complex internal and external
queries and to provide and maintain a
high level of customer service whilst
working to deadlines.
An understanding of different
types of postgraduate funding,
the rules governing each type and
the documentation required.
Accuracy, reliability and willing and
adaptable to learn new skills and
procedures as required by changing
University procedures and legislation
Broad experience of manual
processes.
Statutory/Legal
Awareness of University
procedures and relevant
legislation.
Benchmark Role Profile for Administrative Assistant (APML2
Version 2.0
Last amended March 2015
Decision Making
i)





Taken independently by the role holder;
All office administration
Approval of purchase orders <£1,000
Resolving complex queries
Placing orders and using the University Purchasing card for ‘one off’ transactions
Amend orders to rectify any problems, pass invoices and reduce future queries and
financial housekeeping
 Develop and maintain databases and spreadsheets to match data and reporting required
 Prepare and prioritise work activities within the School office
 Ensure order information is correct for projects used
ii) Taken in collaboration with others;
 Amendments to orders in collaboration with senior staff and suppliers
 Postgraduate administration
 Some invoice queries if additional information required
iii) Referred to the appropriate line manager by the role holder;
 Approval of orders >£1,000
 Approval of credit card transactions on a monthly basis
Additional Information
The role in the main School office, in conjunction with the Office Manager, enables the
smooth running of the main administration within the School, involving interaction with
staff, numerous external supplier contacts and visitors. All order processing, expense
claims, postgraduate research funding, research project administration and general queries
are dealt with by the office and a large amount of the work is to deadlines and involves
initiative to meet these deadlines, resolve problems and answer queries quickly and
efficiently.
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.