Professional Grade 2 example
Job Description
Job Title
Department/Institute
Grade:
Salary:
£
Working hours per week:
Appointment period:
Reports to:
Location:
Currently based at XX The postholder may also be required to
carry out duties on other College sites.
Job Purpose (Why does the job exist? What is it there to achieve or deliver?)
This post provides secretarial and administrative support. Working in a team, including liaison
internally within Queen Mary, University of London, and with contacts at other universities and
organisations, the main role of the Administrator will be to support the project team in the smooth
running of the project by providing an effective central administrative and secretarial service. The
person will be reporting directly to the XX within XX in consultation with the Principal Investigator,
and duties and responsibilities will relate to the activities generated by the Project. The person is
expected to work with minimal supervision.
Professional Grade 2 example
Main Responsibilities (Key responsibilities of the job)
Secretarial and Administrative
1. To provide secretarial and administrative support to the project staff handling routine
external and internal enquiries correctly and efficiently.
2. To assist with rooms bookings and refreshments for meetings.
3. Arranging quarterly team meetings in order to assess the progress of the project and coordinate the work of the researchers.
4. Distribution of papers for meetings, attending and taking minutes.
5. Coordination of expenses and reimbursement thereof.
6. Processing invoices.
7. To act as the main administrative point of contact, both internally within QMUL and
externally, for the project.
8. Planning tasks on a daily or weekly basis.
Travel & Accommodation
9. To assist with making travel arrangements for staff and arranging visas where appropriate,
eg. staff attending conferences.
10. To coordinate project staff travel insurance documentation with College Insurance Officer.
11. To assist with hotel arrangements for staff attending conferences, where necessary.
Conferences/Public Events
12. To provide standard administrative support and assistance with the organisation of key
project seminars and dissemination events.
Other
13. The postholder must at all times carry out their responsibilities with due regard to the
College's Equal Opportunities and Health & Safety policies.
14. The duties of the post outlined above are not exhaustive, and the postholder will be
expected to be co-operative and flexible, undertaking such other duties as may
reasonably be required of a member of administrative/secretarial staff in a university.
This job description sets out the duties of the post at the time it was drawn up. Such duties may
vary from time to time without changing the general character of the duties or level of
responsibility entailed. Such variations are a common occurrence and cannot of themselves
justify a reconsideration of the grading of the post.
Professional Grade 2 example
Decision Making (Types of decisions required to do the job and how these are arrived at –
e.g. by reference to others or procedure, etc)
Use experience and judgement to decide on:


Organisation and prioritisation of workloads to meet Project deadlines.
Day-to-day decisions on the administration of the project, in consultation with the
Principal Investigator.
Working Relationships & Contacts (Typical contacts and relationships necessary for the job)
One of the main administrative points of contact, both internally and externally, for the project,
dealing diplomatically, sympathetically and efficiently with a wide variety of telephone and
personal callers, and liaising with other members and participants of the project.
Main contacts




Research staff working on the.
Support, academic and research staff within.
College staff within central service departments (Estates, Computing, HR, CCRS, Registry,
Finance, Research Grants Admin, etc).
External contacts:
o Academic and research staff within other Universities, both UK and world-wide.
o NGOs, law firms (national & international), Fairtrade retailers and policy makers, ad
any other organisation who will find the research of interest.
Organisation Chart
insert
Professional Grade 2 example
Person Specification (Qualifications, skills, knowledge and experience)
Requirements
Qualifications and
background
Experience
Knowledge, skills
and abilities
Attitude and
disposition
Essential/Desirable
 GCSE/O level (Grade C or above) or equivalent in
English and Maths
 Essential
 RSA Typing Stage 2 or equivalent
 Desirable
 Minimum two years secretarial/office experience
 Essential
 Experience of working in higher education, NHS or
public sector
 Highly desirable
 Experience of ordering, financial record keeping, stock
control
 Desirable
 Familiarity of working with research grants, grants
procedures
 Desirable
 Experience of committee work
 Desirable
 Ability to prioritise a varied workload and meet
deadlines
 Essential
 Good written and verbal communication skills
 Essential
 Good organisational skills
 Essential
 Good IT skills, including spreadsheets, email, word
processing and databases (Microsoft Office)
 Essential
 Minute taking
 Essential
 Friendly, positive disposition
 Essential
 Able to work unsupervised and exercise initiative
 Essential
 Good team member
 Essential
 Flexible and co-operative
 Essential
 Good health record and general health appropriate to
the duties of the post
 Essential
 Willingness to work on different sites
 Essential
Other circumstances