Secretarial Support Administrator

Job Description

Do you have experience providing secretariat and administrative support in a busy department? If so, this opportunity could be perfect for you! 



 



Job purpose



The post-holder is required to contribute to the delivery of a high quality, customer focused, robust, resilient, responsive and secure customer focused IT Services, contributing to the achievement of the IT and University Strategic aims and goals.



 



Main duties and responsibilities



PA Support




  • Providing secretariat support to meetings – including scheduling, collating papers and taking minutes



Diary and Inbox Management Support




  • Provide support and assistance with diary management and minute taking as directed.



Departmental Administration




  • Providing a range of administrative support and assistance for Solution Development and TELT teams and managers

  • Contributing to organising events, collating information and producing clear documentation

  • Providing assistance with room bookings

  • Ordering and management of departmental stationery and general equipment supplies



Project Support




  • Providing adminstrative support on special projects as directed



 



Room Preparation




  • Preparing meeting rooms for meetings/interviews(subject to requirement)



 



TELT Support




  • Independent responsibility for complex course programme and large event organisation and administration for TELT



 



Secretarial



Time Management




  • Prioritising and organising own work in with minimal day to day supervision, using initiative to plan immediate work priorities and react to changing priorities



 



Qualifications

GCSE or NVQ or City and Guilds in relevant subject/s or equivalent experience



Skills

  • Relevant experience in similar or related role

  • Able to respond to varied requests from customers and staff delivering a high quality, customer focused service

  • Demonstrate experience of office administration duties

  • Experience of IT service delivery in an academic/research environment.

  • Working knowledge of relevant work systems, equipment, processes and procedures

  • Excellent knowledge of Microsoft Office Professional

  • Work accurately with established processes and procedures, to deliver a quality customer experience with clear guidance and minimum day to day supervision.

  • Work independently and use initiative to respond to changing priorities

  • Ability to seek assistance when dealing with conflict and complex requests from colleagues and managers.

  • Ability to identify opportunities for continuous improvement

  • Ability to raise issues and take appropriate action in agreement with manager

  • Understanding of relevant policies

  • Good communication, interpersonal, organisational and written skills

  • Ability to produce stimulating visual data using Excel, Access and PowerPoint

  • Ability to use own initiative, working independently or as a member of a team, following established process and procedures with minimal day to day supervision

  • Ability to analyse and manipulate information/data and present findings to support effective reporting of information

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We are looking for a Digital Communications Assistant to work closely with the School Communications Officer and enhance the school's activities on social media. There will be a focus on Twitter and Linkedin, targeting an academic audience, as well as the possibility to work on Instagram with the Student Engagement Officer.



Responsibilities will include:




  • Producing digital content for the ECS Twitter account, including writing engaging copy about our events, news and blogs, and designing relevant visuals. You will also ensure all content is accurate and conforming to King’s style and brand guidelines.

  • Scaling up our use of Linkedin.

  • Developing a social media plan. 

  • Producing a monthly analytics report, monitoring and evaluating the performance of: 

    • ECS website.

    • ECS Twitter.

    • CRESTEM Twitter.

    • ECS Instagram.

    • ECS Linkedin.

    • Newsletter to students.

    • Newsletter to external audiences.





Qualifications

Higher education degree.



Skills

We are looking for someone with already some amount of relevant experience, as that will ensure they can work independently early on in the role, and take initiatives (suggesting new types of posts and being willing to think outside the box and trying new things would be an asset). 




  • Experience of using Twitter and Linkedin for professional purposes.

  • Demonstrable experience of tracking and analysing data in support of effective marketing and communications activities.

  • Understanding of Web Content Accessibility Guidelines and SEO.

  • Excellent writing, proofreading and copy-editing skills.

  • Excellent attention to detail.

QMUL is looking for Global Parkinson’s Genetics Program (GP2) Administrator.



The Faculty of Medicine and Dentistry (FMD) is a significant constituent of the University, which is organised into six separate Institutes.  The Wolfson Institute of Population Health harnesses expertise across a wide range of population based research and education activities and aims to be an internationally recognised centre of excellence in population health and preventive medicine. 



The Institute is organised into five separate research centres which, though complementary and following the Institute strategic plan, also have Centre-specific objectives and requirements.



The Preventive Neurology Unit (PNU) was set up with the aim of developing trials to prevent neurological disease. It is part of the Centre for Prevention, Detection and Diagnosis, which has a focus on academic discipline, research, the translation of research into public health strategies and their practical implementation – all dedicated to the reduction of disease and disabilities.



The post holder will be joining the Preventive Neurology Unit (PNU), at the Wolfson Institute of Population Health, Queen Mary University of London to work on the large-scale international Global Parkinson’s Genetics Program (GP2), a 36 million dollar project funded by the Aligning Science Across Parkinson’s (ASAP) initiative (www.gp2.org). The aims of the GP2 project are to:



 




  • Expand current understanding of the genetic architecture of PD;

  • Accelerate discovery and validation of novel disease-causing genetic mutations;

  • Provide training and resources to a broad, diverse base of scientists and clinicians.



 



Specifically, the post holder will join the Training Networking and Communication (TNC) working group (WG) led by the Professor in Neurology and Neuroepidemiology and coordinated by the project manager. The aim of the TNC-WG is to establish a virtual centre-of-excellence to promote training, networking and communication throughout the GP2 project. These three aspects will be delivered as follows:



 




  • Training - To develop and provide training opportunities for individuals and groups with a focus on PD genetics, and with a focus on promoting training in ‘under-represented’ regions of the world.

  • Networking - To create a network of trainees and collaborators, which will enable us to streamline opportunities, expertise, and data across the GP2 group.

  • Communication - To listen and respond to the needs of the GP2 community. To support the development of communication tools (website and social media).



 



The post holder will contribute and support all aspects of the TNC group’s work delivering project milestones for GP2, in collaboration with other working groups and with linked projects.



Main duties and responsibilities




  • Responsible for maintaining an up-to-date list (listserv) of GP2 members and trainees (e.g. weekly) and provide regular email communication to keep all members up-to-date.

  • Autonomously provide administrative support and guidance to a multitude of international stakeholders in a fast paced and complex matrix organisation.

  • Provide project support to the WG lead and project manager, including being responsible for keeping track of the project management of the WG, and dealing swiftly and independently with requests from international stakeholders.

  • Take the lead in providing administrative support to GP2 members requiring assistance in accessing common project materials for team working via the GP2 website.

  • Organise and support the project manager and leads to hold regular meetings between TNC WG members, including drafting an agenda and following-up action points.

  • Liaise with the GP2 website designers and developers to support the delivery and regular updates of website and social media content.

  • Support the TNC coordinator and leads in the administration of PhD, MSc, sabbaticals and other training opportunities funded through GP2. This will involve advertising the opportunities, handling submissions, setting up peer review, and providing feedback to candidates.

  • Liase with the GP2 steering committee to plan annual GP2 meetings, either virtual or in-person, in international locations for an global scientific audience.

  • Support regular blog posts from GP2 members and students benefiting from funding.

  • Liaise with other working groups within the GP2 study and attend other working group meetings periodically.

  • Maintain mentor and peer reviewer lists across the GP2 study.

  • Support the collection of materials from GP2 members and investigators for a monthly videocast, working with the Digital Learning Administrator to implement on the GP2 website.

  • Support regular communication of updates, research and training opportunities within the GP2 network.



 



 



The above list of responsibilities is not exhaustive and the jobholder may be required to undertake other duties commensurate with the level of the role, as reasonably requested by their line manager.



This job description accurately reflects the duties and responsibilities of the role at the time the job description was written. These duties and responsibilities may change over time without significantly impacting on the character of the role, the overall level of responsibility, or its grade.



Depending on strategic or operational needs, the jobholder may in the future be required to work for another existing or new organisational unit and/or at a different site within Queen Mary. This may be on a temporary or indefinite basis and may involve a change in line management and / or regularly working at more than one site.



 



 



Qualifications

Educated to A level, with GCSE grade C/4 or above or equivalent qualifications in Maths and English



 



Undergraduate degree or equivalent experience



Skills

Experience in independently arranging meetings and dealing with a large volume of stakeholders



Experience to operate independently in a fast paced role, providing administrative support to a multitude of international stakeholders with minimum supervision



Experience of having provided project support to a project coordinator / manager in a similar role



Experience in maintain spreadsheets of members of an organisation and using these for communication purposes



Experience working in research settings



Experience of working with web and digital agencies



Experience working within and providing administrative support to multi-disciplinary professional teams



Understanding of data management and the UK regulatory environment



Skills/Abilities



Excellent communication in written and verbal English



Able to operate efficiently in a complex, fast-paced environment and under time pressure



Demonstrable excellent IT skills, including e-mail, word processing and databases (Microsoft Office packages, other database programmes)



Critical attention to detail and high standards of accuracy



Note: This role is not suitable for students as its full time.

Employer Engagement Administrator  Met Temp to support the Work Based Learning Team at London Met 



Main Duties and Responsibilities:




  • Research and contact organisations to source vacancies - particularly in the area of computing.


  • Build and maintain beneficial relationships with local organisations and within University departments to obtain suitable work experience placements




  • Build and maintain relationships with students and inform them about relevant placement vacancies




  • Meet targets to source the required number of opportunities within required job sector, particularly in computing




  • Create suitable advertisements to promote vacancies




  • Update databases and software platform with accurate information




  • Liaise with relevant academic module teams to target students on specific modules and encourage them to apply for the available work opportunities




  • Go into lectures to deliver information on the placement recruitment processes




  • Provide initial recruitment support via online Careers materials to assist students through job recruitment processes and identify when to signpost applicants to advice and guidance from University Careers Consultants




  • Assist in matching students to suitable placement opportunities




  • Assist in undertaking risk assessments for work placement health and safety




  • Support apprenticeship data entry for our Planning Team and School admin teams





 



Qualifications

London Met student or graduate. 



Skills

 




  • Experience of confidently communicating with clients/customers


  • Office administration experience




  • Excellent research skills via internet / social media




  • Excellent communications skills, verbal and written 




  • Accurate data entry / IT skills and attention to detail 




  • Proven ability to meet targets within deadlines




  • Demonstration of initiative and self-motivation to work alone and within a team




  • Awareness of data confidentiality





TO APPLY: Please ensure your CV is uploaded onto your Met Temps profile under "My Documents" and submit a short cover letter outlining why you are suitable for the role.

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