FURTHER INFORMATION FOR APPLICANTS
ADMINISTRATIVE OFFICER / PA - REF: 01934-G7
SCHOOL OF COMPUTING AND MATHEMATICAL SCIENCES
GREENWICH CAMPUS
The University of Greenwich comprises the following Campuses:
Avery Hill
Medway
Greenwich
JOB DESCRIPTION
JOB TITLE:
Administrative Officer / PA
GRADE:
SG5
SCHOOL/OFFICE:
Computing and Mathematical Sciences
DEPARTMENT:
School Support
REPORTING TO:
Head of Support / Director of Research and Enterprise
LOCATION:
Greenwich Campus
Overall Purpose of Job
You will act as a PA to the Director of Research for the school, the Director of the Fire Safety
Engineering Group (FSEG) (these two roles are currently undertaken by the same person) and the
Director of Enterprise for the School and the Director of the Computational Mechanics and
Reliability Group (CMRG) (these two roles are currently undertaken by the same person). You will
also provide a high quality administrative support for FSEG and CMRG. You will be liaising with
staff at all levels within the School and the University on their behalf. You will be responsible for
the development and maintenance of effective and efficient systems for the administration of CMS
research and Enterprise, FSEG and CMRG.
Main Duties

Act as a PA to the FSEG and CMRG Directors; screening telephone calls, enquiries and
requests, and handling them when appropriate. Organising and maintaining diaries and making
appointments. Organising and attending meetings and ensuring directors are well-prepared for
meetings. Dealing with incoming e-mail, faxes and post. Devising and maintaining office
systems, including data management and filing.
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
Administrative duties related to organising and running FSEG and CMRG short courses
including, acting as a first point of contact for applicants, responding to queries from applicants
by email, telephone, letter and in person as necessary, collating lecture notes for printing,
checking in participants, arranging catering, etc.

Maintain separate databases for FSEG and CMRG expenses

Organise travel for FSEG and CMRG staff.

Maintain separate records for FSEG and CMRG staff/student holidays

Maintain a database of software sales, monitor and dispatch software sales. In the first instance
this will be related to FSEG software but may in future include software produced by CMRG.

Maintain a database of FSEG and CMRG published papers

Act as a PA to the Directors of Research and Enterprise for the school.

Take and produce meeting minutes for the Director of Research and the Director of Enterprise.

Administrative duties associated with CMS Press including, collating papers and reports for
publication, assigning ISBN numbers, dispatching ordered publications, liaising with Nielson
Book and publishing houses, dispatch copies of publications to the British Library.

Maintain records for the MSc by Research

Together with another CMS Administrator, maintain CMS academic entries in the University
publication database GALA

Assist the Directors of Research and Enterprise with their REF (Research Excellence
Framework) activities.

Act as a backup to other administrative officers within the school as required

Other related duties as requested by Directors of Research and Enterprise and FSEG and
CMRG and Head of Support.
SCOPE
This is a full-time position. CMS has one of the largest portfolios of research and enterprise in the
University where FSEG and CMRG are two of the largest groups within the School. The post
holder will be responsible for the on-going development of operational procedures necessary for the
management of research and enterprise within the school and the two research groups FSEG and
CMRG.
PERSON SPECIFICATION
CRITERIA FOR SELECTION (Codes: E = Essential, D = Desirable)
Education/Training

Educated to degree level or with equivalent work experience
D
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Experience and Skills





Excellent administrative, organisational and IT skills
Experience of databases and spread sheet to an Intermediate/Advanced level
Administrative experience within Higher Education or a similar environment
Experience of developing administrative systems and procedures
Experience maintaining Web pages
E
E
E
E
D
Personal Qualities








Excellent interpersonal skills and an ability to build relationships and communicate
effectively with a wide range of contacts, both internally and externally
Ability to produce high quality formal written documents, for example reports to
senior managers and proposals for new collaborative programmes
Organised, methodical and able to pay close attention to detail
Confident making recommendations to senior staff and taking independent decisions
Ability to work calmly under pressure and prioritise a variety of demands to meet deadlines
Commitment to providing a high standard of support when working individually and when
providing direction to a team
Ability to multi-task
A flexible and friendly approach to work
E
E
E
D
E
D
E
E
This post is on the SG5 salary scale (spine 18 – 22) £21,021 - £23,661 per annum plus £4,258 per
annum London weighting allowance.
References will be taken up if you are invited to interview. We aim to hold interviews in November
2011.
If you have heard nothing from us after 6 weeks from the closing date you may assume that your
application has been unsuccessful. Please accept our thanks for your interest.
Completed application forms should be returned to the Human Resources Office at the address below
or email jobs@gre.ac.uk. Please quote the reference number. Closing date 28 October 2011.
University of Greenwich
Avery Hill Campus
Southwood Site
Southwood House
Avery Hill Road
London SE9 2UG
Email: Jobs@gre.ac.uk
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