Benchmark Role Profile for PA to HOD (APML3)
Version 2.0
Last amended: March 2015
THE UNIVERSITY OF NOTTINGHAM
RECRUITMENT ROLE PROFILE FORM
Job Title:
Personal Assistant to Head of Department
School/Department:
Salary:
Job Family and Level:
Administrative, Professional and Managerial Level 3
Contract Status:
Hours of Work:
Location:
Reporting to:
The Purpose of the Role:
The purpose of the role is to provide all aspects of personal secretarial support and administration
to the Head of Department, who is often absent, ensuring the smooth running of the office and
large Department. Administration of all postgraduate students ensuring systems and procedures
are adhered to.
Main Responsibilities
1.
Personal Assistant to the Head of Department:
 Sole responsibility for the day-to-day management of the Head of
Department’s office.
 Line management of administrative support staff, undertaking
Activity/performance reviews and allocating and monitoring work.
 Responsible for the organisation and up-keep of accurate and secure office
systems, correspondence, templates, and department files.
 Identifying priority correspondence and using judgement to make initial
responses (i.e. calls, emails and correspondence), consulting and following
up email and letter correspondence as appropriate for Head of Department.
 Coordinate the department’s PDPR and paperwork.
 Ensure that the Head of Department is prepared and briefed for meetings
and has relevant documents and paperwork.
 Make all travel and accommodation arrangements as appropriate.
 Organisation of venues, catering and materials as appropriate.
 Establish contacts/relationships with colleagues throughout the University
and externally.
 Maintain the personal records for academic staff and students.
% time
per year
60%
Benchmark Role Profile for PA to HOD (APML3)
Version 2.0
Last amended: March 2015
2.
3.
4.
5.
 Produce complex teaching materials as necessary.
 Administration of undergraduate degree courses directly between five
schools participating in a joint Degree course.
Responsible for co-ordinating and advising on the recruitment and support of
postgraduate students, including the administration of reviews of their
research, includes:
 Receive, action, update and monitor progress of postgraduate applications
towards acceptance. Liaise with colleagues both internal and external to the
School regarding interview arrangements, decisions, and timings, seek and
collate references and maintain application status records.
 Programming visits of potential postgraduate students to meet all
appropriate academic staff and students and view necessary facilities
including laboratories.
 Liaison and support for all postgraduate students and postdoctoral workers.
 Development of new systems and other initiatives, contributing specialist
advice (e.g. visa information, health and safety, IELTS requirements) and
defining associated processes and policy.
 Ensuring correct, adequate funding is in place for postgraduate students.
 Handling postgraduate applications from overseas. Liaise with Head of
Department regarding details of offers to be made, scholarship applications
to be made and supported, and in relation to dealing with the complex
paperwork associated with such applications.
 Maintain knowledge of current practices and legislative changes regarding
entry into the UK and particularly the HE sector.
 Prepare and review written documentation for International Embassies to
enable entry into the UK.
 Support the Department in the continuous recruitment and training of
postgraduate students. Organisation of English lessons and English tests;
obtaining authentic transcripts and letters of recommendation, and letters
confirming the status of postgraduates, research workers and visitors.
To support Department staff as required, including:
 Analysing and reporting on information such as the status and costs of
fixed term contracts, staff teaching commitments, student feedback.
 Booking accommodation, travel arrangements, and parking permits.
 Acting as Conference Secretariat at events and conferences, including
invoicing, collecting fees, sending receipts and banking fees, collection and
collation of abstracts and posters, organisation of catering, organisation of
conference exhibitors and space management.
 Arranging and preparing for appointments/meetings, compiling complex
reports
 Organisation of accommodation and hospitality as and when required for
VIP visitors.
 Disseminate information to the staff on the Head of Department’s behalf.
 Monitoring and ordering of stationery and office equipment, managing the
stationery budget.
 Administration and marketing of degree course, large annual mailshots.
 Programming UCAS student visits ensuring students receive correct
paperwork, campus maps, and accommodation details, room bookings etc.
 Catering arrangements and tours.
 Main point of contact for prospective students, answering all queries.
 Organise programmes and make arrangements for international and
national academic visitors, including seminar speakers for the department,
including space and equipment needs.
15%
15%
7.5%
2.5%
Benchmark Role Profile for PA to HOD (APML3)
Version 2.0
Last amended: March 2015
6.
 On behalf of the Head of Department, organise examinations to be carried
out by external academics, liaising with the relevant external bodies,
booking accommodation, venues and sending out the required
documentation.
Any other duties appropriate to the grade and role
Knowledge, Skills, Qualifications & Experience
Qualifications/
Education
Essential
Qualified to A level standard, or
equivalent with GSCE’s in English and
maths, or equivalent.
Desirable
RSA III typing/word, or equivalent
Skills/Training
Excellent planning and organisation
skills.
Excellent oral and written
communication skills.
Substantial experience of working in a
similar role.
Understanding the key issues
relating to overseas
documentation requirements and
procedures for entry into the UK.
Broad experience of working in
Higher Education.
Experience of managing a diverse
workload.
Knowledge of University Systems,
i.e. Saturn, Agresso.
IT skills in XXXX.
Experience
Knowledge of the Masters and the
postgraduate application
procedure.
Experience of supervising groups of
students and staff.
Ability to work on own initiative and
identify new opportunities and
creative solutions.
Ability to work under pressure and
deal with unforeseen issues in ever
changing circumstances.
Statutory/Legal
Decision Making
i) Taken independently by the role holder;
 Prioritisation, planning, organisation and allocation of the Head of Department’s workload on a
daily basis. Making independent decisions about enquiries or incidents arising, as appropriate.
 Line management of staff including setting PDPR goals and managing performance concerns
 Handling the Head of Department’s mail, drafting responses and answering where possible in
his absence. Managing email correspondence and taking action as necessary.
Benchmark Role Profile for PA to HOD (APML3)
Version 2.0
Last amended: March 2015
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Dealing with routine and complex enquiries or fielding calls for action elsewhere as appropriate.
Dissemination of information.
Identification of staff training and development requirements for the students and staff
Scheduling and organisation of meetings.
In emergency or absence of the Head of Department, provide immediate support or problem
resolution when necessary.
 Liaising with others internally and externally on complex issues and providing advice.
 Managing Department resources (e.g. stationery and equipment)
ii) Taken in collaboration with others;
 Travel and accommodation arrangements.
 Making arrangements for overseas visiting scholars and academics and overseas visits of Head
of Department.
 Strategic training requirements for overseas postgraduate students.
 Plan postgraduate admissions.
 Organisation of conferences, including venue, catering, abstracts, proceedings, etc.
 Assisting academic staff across the department to provide an efficient service to students and
visitors.
iii) Referred to the appropriate line manager by the role holder;
 Final content of correspondence and reports.
 Major enquiries or incidents arising during the working day if independent action is not
appropriate.
 Authorisation of larger budgetary spends.
 Issues impacting on the work of other sections, affecting the overall School’s development
strategy.
Additional Information
 The role holder is the main point of contact for all departmental matters.
 The role is essential to the integral working of the School. It has a high impact on the
reputation and operation of the School through contact with very high profile establishments,
students and staff.
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.