Team Assistant (Secretariat) Job Description
To offer students from all backgrounds the opportunity to define and pursue success through education.
Grow a diverse and dynamic academic community that values curiosity, creativity and critical thinking.
Nurture a culture that rewards kindness, excellence and accountability to each other, our communities and the world.
Inspire and support our students and staff to achieve their full potential and make valuable contributions to society.
Be inclusive: Welcome difference as a source of strength and enrichment.
Be curious: Ask questions. Be open to new ideas. Yearn to learn.
Show courage: Challenge yourself. Dare to think differently. Stand up for what's right.
Make things happen: Take ownership. Act responsibly. Get things done.
Don't be mean: Talk straight. Don't play games. Treat people well.
Salary: Grade 1: £21,000 to £31,500 pro rata
Hours of Work: 15.0 - 25.0 hours per week (TBC)
A non-contractual flexible working scheme may be available for this post
Main purpose of the role: Undertake a secretariat function within the Quality Department
Note: The post holder may be required to undertake tasks outside of the Job Description and this may require the post holder to work outside their own Division/Department
- Make an active contribution to student learning and success.
- For all activities within the remit of Quality's Secretariat function, ensure compliance with the Articles of Association, the Corporate and Academic Governance Framework, and the Information Control Procedures.
- Assist the Head of Quality, as required, to lead on institutional engagement with the QAA Quality Code.
- Assist Quality Manager (Secretariat) in ensuring a smooth and effective running of secretariat function.
- Carry out duties and responsibilities related to a secretariat function for designated committee/s, and (if required) working groups and other ad hoc meetings.
- Assist the Quality Manager (Secretariat) to act as the custodian of all regulations, policies and procedures.
- Assist the Quality Manager (Secretariat) to provide a secretariat function for programme approval and modification, and act as the custodian of, for example, programme specifications and module specifications.
- Ensure all communications with students and colleagues are in line with the company's policy
- Attend Staff Meetings and Staff Development sessions
- Develop and benefit from external networks of peers
- Carry out duties and responsibilities at all times with due regard to relevant regulations, policies and procedures, including those relating to health and safety
- Adhere to the provisions of data protection legislation, and refrain from sharing any personal or other information relating to students with any third party without the express permission of the Line Manager (or nominee)
- In addition to the above tasks, to undertake any other tasks as directed by the Line Manager (or nominee)
- Minimum 1-2 years' experience in a similar role
- Experience of servicing corporate/academic committees
- Experience of managing administrative tasks
- Experience of working in teams
- Experience of minute taking for platforms involving between 10-30 participants
Skills and Abilities
- Computer literate (to include competence in the use of Microsoft Office, in particular Word, Excel, Outlook and SharePoint).
- Ability to manage the secretariat function within a higher education setting or equivalent.
- Ability to set the agenda, take minutes and track actions through an action tracker for committees and forums.
- Creative, curious and strategic outlook.
- Excellent writing, communication and interpersonal skills.
- Ability to engage, influence and work positively with a wide range of people.
- Ability to work independently as well as take direction and work collaboratively.
- Excellent organisational skills and the ability to effectively prioritise multiple projects simultaneously.
- Ability to work to tight timescales and competing deadlines.
- Ability to manage change and adapt to a fast changing environment.
- Ability to work collaboratively across divisional and departmental boundaries.
- Undergraduate degree or equivalent professional qualification.