Your SlideShare is downloading. ×
J d admin_secretail staff
J d admin_secretail staff
J d admin_secretail staff
J d admin_secretail staff
J d admin_secretail staff
J d admin_secretail staff
J d admin_secretail staff
J d admin_secretail staff
Upcoming SlideShare
Loading in...5
×

Thanks for flagging this SlideShare!

Oops! An error has occurred.

×
Saving this for later? Get the SlideShare app to save on your phone or tablet. Read anywhere, anytime – even offline.
Text the download link to your phone
Standard text messaging rates apply

J d admin_secretail staff

255

Published on

Published in: Business
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
255
On Slideshare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
2
Comments
0
Likes
0
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
No notes for slide

Transcript

  • 1. Job Description examples – Administrative/Secretarial Staff Section 1: Main Job Purpose An example for a Receptionist / Secretary / Executive Assistant might be:- “To provide full personal assistant and administrative support to the management team”. An example for a Finance Assistant might be:- “Responsible for the accurate day to day financial management of a number of Departmental accounts, involving the preparation and monitoring of budgets, and investigation of variances”. An example for a Departmental Secretary might be:- “Provision of secretarial and administrative services to the academic staff of the Department and the Senior Administrator, in relation to all activities connected with the Department's research programme”. An example for a Senior Administrator in an academic department might be:- “Under the overall direction of the Head of Department, to take overall responsibility for the provision of administrative support to the Department, and to act as line manager to all support staff in the department”. An example for an Assistant Accountant might be:- “To provide a professional financial service to the Faculty, including the provision and monitoring of monthly accounts, and to assist in the production of University financial statements”. Page 1 of 8 C:DOCUME~1adlvdLOCALS~1TempExamples for Admin and Secretarial roles v 2.0.doc
  • 2. Section 2: Statements of Responsibility An example for a Departmental Secretary might be:- “To word-process exam papers annually with attention to detail, and meet pre- arranged timescales”. An example for a Secretary might be:- “To maintain Departmental office supplies (stationary, water etc) and order when necessary, ensuring that essential supplies are always available”. An example for Senior Administrator might be:- “To supervise secretarial staff; including holding staff reviews, managing performance issues, allocating work on a regular basis, assisting with training needs etc”. An example for a Senior Administrator in an academic department might be:- “To assist the Head of Department in agreeing a budget with the University’s finance section and to monitor the department’s expenditure against that budget”. An example for a Secretarial Assistant in a department might be:- “Assist in providing a secretarial service for the whole Department including typing referees reports, minutes of meetings, exam papers, forms and labels, including mail-merging documents and e-mail”. An example for a Receptionist might be:- “Answering the telephone, booking appointments for the Director/Head of Department and management team, dealing with enquiries from the public, staff students etc and passing messages on to other members of staff”. An example for a Clerical Assistant / Office Assistant might be:- “To assist the Department with a range of clerical duties to include filing, envelope filling and photocopying”. An example for a Departmental Secretary / Executive Assistant / Secretarial Assistant might be:- “To operate the Departmental postgraduate admissions system so that applications are dealt with promptly, and applicant numbers can be regularly reviewed”. An example for a Departmental Secretary / Executive Assistant / Secretarial Assistant might be:- “Maintain and monitor the accounts of the Department”. Page 2 of 8 C:DOCUME~1adlvdLOCALS~1TempExamples for Admin and Secretarial roles v 2.0.doc
  • 3. An example for a Secretary / Executive Assistant / Computer Officer might be:- “To maintain and develop the Department's website using the appropriate software, to meet ongoing needs”. An example for a Library Assistant might be:- “Dealing with customer enquiries including locating pre-ordered books, receiving overdue loan fines, and helping customers to use the photocopier”. An example for a Senior Secretary might be:- “Supervising the work of clerical staff - assisting, motivating, monitoring, and training temporary staff employed at two points in the year, annually”. Page 3 of 8 C:DOCUME~1adlvdLOCALS~1TempExamples for Admin and Secretarial roles v 2.0.doc
  • 4. Section 3: Relationships and Contacts Examples for Internal Contacts An example for an Undergraduate / Postgraduate Co-ordinator might be:- “Communicating to academic and support staff across the Faculty on issues such as details of University policies (eg the admissions policy)”. An example for a Departmental Secretary might be:- “Dealing with student queries on a regular basis which may require basic courtesy, sensitivity and good listening skills”. An example for a Library Assistant might be:- “Dealing with a range of customers (such as students and staff) in a helpful and courteous manner, providing clear and correct information, and knowing when to pass an enquiry on”. An example for an Executive Assistant / Secretary might be:- “Organising meetings of busy academic staff, requiring elements of persuasion and negotiation”. An example for a Senior Administrator might be:- “To provide advice to the university’s senior managers in order to inform policy development”. An example for a Computer Officer might be:- “Training and assisting support staff throughout the University with deployment and support of PC systems, servers and software”. An example for an Executive Assistant / Secretary might be:- “Providing secretarial support to academic staff, requiring courtesy, tact and sometimes assertiveness”. Examples for External Contacts An example for an Admissions Secretary / Admissions assistant / Secretary might be:- “Dealing with prospective students, teachers and parents on admissions enquiries. This may entail explaining policies and procedures, which will be unfamiliar to those outside the organisation. Persuasive skills are sometimes required to help, say, an unsuccessful candidate to accept the outcome”. Page 4 of 8 C:DOCUME~1adlvdLOCALS~1TempExamples for Admin and Secretarial roles v 2.0.doc
  • 5. An example for a Departmental Secretary might be:- “Organising visiting lecturers for the Department requiring negotiation and considerable diplomacy to arrange the timetable”. An example for a Departmental Secretary might be:- “Answering calls from the media, sometimes requiring tact and confidentiality on aspects of the Department’s work”. An example for a Senior Administrator might be:- “Contact and participation with professional bodies operating within higher education, to represent the interests of the University and to ensure that the University is aware of developments elsewhere in HE”. Page 5 of 8 C:DOCUME~1adlvdLOCALS~1TempExamples for Admin and Secretarial roles v 2.0.doc
  • 6. Section 4: Qualifications, Skills, Knowledge and Experience An example for an Executive Assistant / Secretary might be:- “The post requires a good operating knowledge of Microsoft Word, Excel, the Internet and Email, with experience of working in a busy office environment and an ability to plan and prioritise one's own work”. An example for an Executive Assistant / Senior Secretary might be:- “Ability to draft letters and reports on behalf of the management team, to a high standard of English”. An example for an Executive Assistant / Senior Secretary might be:- “Ability to design and develop databases using Microsoft Access and to create webpages using Dreamweaver”. An example for a Secretary might be:- “Accurate audio and copy typing essential”. An example for an Executive Assistant / Secretary might be:- “Must be able to deal with a range of ongoing tasks at the same time, and to be able to cope under pressure”. An example for an Executive Assistant / Secretary might be:- “Must be able to work with a minimum of supervision, and to make administrative decisions based on a broad understanding of relevant policies or operational requirements”. An example for a Clerical Assistant might be:- “Education to GCSE level in Maths and English (Grades A – C), plus basic training in word-processing and spreadsheets, and in book-keeping”. An example for an Administrator who gives professional advice might be:- “A degree and a relevant professional qualification”. An example for an Accountant might be:- “An accountancy qualification such as ACCA or CIMA, and (x) years post- qualification experience”. Page 6 of 8 C:DOCUME~1adlvdLOCALS~1TempExamples for Admin and Secretarial roles v 2.0.doc
  • 7. Section 4: Work Examples Examples for a Senior Secretarial role may be:- “Responsible for monitoring the departmental budget. I review the department’s finance spreadsheet on a monthly basis and attempt to reconcile it with the figures produced by the Finance Office. Where there are discrepancies I follow them up until I am satisfied that everything is accounted for. I then check expenditure against budget for each budget head. It is my responsibility to decide whether a particular budget is showing cause for concern. If it is, I will draw this to the attention of the budget holder to see if there are any special circumstances to account for the figures. If there is still concern I will report to the Head of Department, who has overall responsibility for delivering the budget. I am also the budget holder for the Department’s stationery and general administration budgets with authority to spend against budgets, and I sign off invoices against all Departmental codes up to a limit of £500.” “An essential feature of the job is that it is not possible to allocate discrete times to particular tasks so that multi-tasking becomes an required skill. During a typical two-day period in November I may have to find time to concentrate on all of the following: getting together all the papers for the Annual Programme Review and writing up the Department Meeting minutes that form the core of the APR report, supervising the invitations to undergraduate interviews, assembling marks and reports for the postgraduate exam board, getting together with the Exams Officer to draft a marking policy document, dealing with postgraduate admissions enquiries, arranging dates for Staff Reviews, paying bills, acting as PA to the Head of Department, whilst meeting innumerable requests for advice and information from members of the Department staff, other University offices, students and members of the public, which come in a steady stream of e-mails, telephone calls and knocks on the door. Some of these tasks require a high degree of concentration and attention to detail. Most requests present themselves as urgent. I have to be able to switch rapidly between a wide range of processes and knowledge systems”. An example for an Administration Assistant may be:- “Data Integrity Checks must be carried out regularly to ensure that the database is accurate. Where the checks show problems, these must be investigated (contacting departments if necessary) and corrected. The postholder is also expected to deal initially with any problems brought to the Office by students. Problems might or might not need referral to the Faculty Administrator or Graduate Dean. They can include personal issues or financial ones such as an inability to pay fees or complaints”. An example for a Project Assistant may be:- “Undertake all administrative tasks associated with the project, centre or service workshops and conferences - these events can have anything from 8 to 150 delegates who come, typically, from UK higher education institutions. Activities include: processing delegate bookings and fees, booking facilities and ordering food, oversee printing, collation and distribution of materials, these can range Page 7 of 8 C:DOCUME~1adlvdLOCALS~1TempExamples for Admin and Secretarial roles v 2.0.doc
  • 8. from 4-page booklets to ring-bound 50-page full-colour glossy packs with software CDs. General guidelines are given to Project Assistants by Project Managers but day-to-day responsibility is delegated to the role holder”. An example for a Co-ordination Role may be:- “To satisfy the requirements of all staff and research postgraduates in the University, the jobholder must ensure that they use their product knowledge and planning skills to compile a suitable and timely programme. To achieve this, previous events are analysed and evaluated, current course demand is checked and budgets are allocated to each training category. The jobholder contacts internal and external tutors to establish availability and negotiates fees before confirming any agreements by issuing contracts. It is sometimes necessary to persuade staff that may not normally be involved in training to participate in courses, eg as a speaker, this could be to cover absence or provide a new course topic.” An example for a Finance Role may be:- “Approval of Staff Appointment Request- the role holder Identifies key data from the request i.e. Grade, Point, Start Date, Increment Date, Duration. They then Identify the type of funding sponsor and whether nationally agreed pay awards and increments will be met and if funds are available to support the post. The role holder will either use the on-line costing system to calculate the cost of the salary over the period or calculate manually using salary tables and compare the projected cost with the projected funding. If the projected cost is lower than projected funding approval can be given, if the projected cost is higher than projected funding the role holder contacts Department to consider and agree on a way forward e.g. reducing term of contract, reallocating from another budget heading (allocating money from the Consumables budget to Salaries) or funding from an alternative source”. An example for a Press/ PR Role may be:- “Researching, writing and issuing press releases - Using network of contacts and proactive investigation to find interesting stories within the University; talking to the academics involved to gain information about their work, editing and rewriting this information in a lively, accessible manner suitable for a press release; getting approval for the release from the academic, any funding body and the academic journal where the academic’s paper will be published; researching and creating a list of media contacts and emailing out the release to them, following up with calls to individual journalists to encourage them to run the story and posting the release on key news distribution websites; responding to calls from journalists requesting more information and interviews”. Page 8 of 8 C:DOCUME~1adlvdLOCALS~1TempExamples for Admin and Secretarial roles v 2.0.doc

×