Departmental Administrator Faculty of Health and Wellbeing Professional Services - Faculty Operations Team Fixed-term for 12 months Full time Salary £18,031 to £20,781 per annum, dependent on experience Vacancy reference: HWB 181/14 Closing date: 17 October 2014 at 12 noon The University Sheffield Hallam is one of the UK's most progressive and innovative universities. With more than 34,500 students, 4,400 employees and a turnover of more than £247m we are the fourth largest university in the UK. We pride ourselves on making a difference - to our students, our employees and to the businesses we work with. Our research and business ideas, alongside our sought after graduates, contribute to the economic and social development of both our region and to the UK as a whole. Our teaching is first-rate and is supported by our world-class applied research. Our students are a diverse group and benefit from a tailored approach that helps them to get the most from their studies. We offer top quality teaching and learning facilities and the ability to learn flexibly in a way that best suits their needs. For example, we are one of the UK's leading universities in e-learning and offer a range of distance learning and part time courses as well as the more traditional full time courses. Our industry partners choose Sheffield Hallam because of our flexible, business led approach and our high quality research, facilities and students. Our partners include Sony, BP, NHS, Network Rail, Cisco, SAP and Microsoft. Our facilities are state-of-the-art and we have invested heavily in new technology to ensure that our technological capability matches the cutting-edge approach of our teaching. We are recognised as a Centre of Excellence for Teaching and Learning, e-learning and employability. The Faculty of Health and Wellbeing The Faculty of Health and Wellbeing (HWB) is a large, complex and innovative area focusing on the delivery of education, training, research and consultancy in the fields of sport and active lifestyles, health and social care and biomedical science. We educate around 8,500 students every year as well as providing expertise to a host of external clients, organisations and businesses. Our 560 staff boast a wide range of expertise, knowledge and skills, allowing us to remain at the cutting edge of education and consultancy, and ensuring we can connect academic, practical and research experience across all our key areas. The Faculty is made up of five academic departments: Allied Health Professions (diagnostic imaging; occupational therapy and vocational rehabilitation; operating department practice; paramedic practice; physiotherapy; and radiotherapy and oncology); Bioscience; Nursing and Midwifery; Social Work, Social Care and Community Studies; and Sport. Our five research centres work across the same academic themes and include the Centre for Health and Social Care Research, the Sport Industry Page 1 of 7 Research Centre, the Centre for Sport and Exercise Science, Sports Engineering Research Centre and the Biomedical Research Centre. In addition the Faculty also employs staff working to support all teams and departments in driving key themes such as UK and international business development, quality and enhancement, continuing professional development, and interprofessional learning. The Team The Faculty Operations Team consists of 13 members of staff and is placed within the Business Support Group. The role of the team is to provide support to members of the Faculty Executive Group and Senior Managers. Each team member is assigned responsibility for providing PA support for one or more of the Faculty Executive or Senior Managers. This involves diary and email management, organising daily schedules, effectively monitoring and managing information, minute taking meetings and building good stakeholder relationships. Other requirements of the role include delivery of faculty processes and administrative support to departments. As Departmental Administrator within the team you will have a good understanding of your work, possess excellent organisation and prioritisation skills, be confident, and work proactively to identify system/process improvements and service delivery. Location Collegiate Crescent Campus This post is based at our Collegiate Crescent Campus which is a leafy oasis set in Victorian landscaped gardens. The Campus is close to Ecclesall Road, which is bustling with shops, bars and cafés. Discussion and selection event For informal enquiries regarding this post please contact Gail Hammond (Senior Administrator) on: Telephone Email 0114 225 2508 G.Hammond@shu.ac.uk Proposed selection event 31 October 2014 The selection event for this post will comprise of an interview and in-tray exercise. Job share Whereas the University is committed to flexible working and the majority of vacancies are available for job share applicants this role is unlikely to be suitable for work on a job share basis. Page 2 of 7 Job description Job Title Administrator (Departmental) Faculty/Dept Faculty of Health and Wellbeing Grade 4 Reports to Senior Administrator (Faculty Operations) Direct reports None Role Purpose To provide local administrative support to academic Departments, servicing departmental committee meetings as required. To provide direct support for academic Heads of Department and senior managers as required. Professional Services generic responsibilities for grade 4 staff  Provide a consistent and professional service which supports the delivery of local business plans.  Work collaboratively as a member of professional services to ensure an integrated approach to the development and delivery of services including contributing to relevant initiatives within your functional area.  Contribute to change and support new ways of working within University professional services, including supporting work outside of your own functional area and/or team.  Provide a visible and proactive service, developing credibility and trust with a range of stakeholders.  Contribute to the development, delivery and planning of services and functions within your area of responsibility.  Contribute ideas and suggestions to enhance service delivery and customer experience.  Represent your functional area on committees, working groups and projects.  Work with other team members on the delivery of identified objectives.  Ensure the appropriate escalation of issues and areas of concern to the relevant manager.  Demonstrate a commitment to ongoing personal development. Role specific responsibilities  Provide general administrative support to appropriate Senior Managers e.g. diary and email management, organising meetings with internal and external stakeholders, document formatting.  Take responsibility for UK and international travel arrangements on behalf of senior managers e.g. scheduling transport (including flights), booking accommodation, organising visas and Page 3 of 7 preparing itineraries/schedules, liaising with the International Office and Finance Directorate as appropriate.  Develop and maintain knowledge of the activities within the Department, acting as first point of contact for relevant staff when required.  Provide support for a range of University, Faculty and/or Directorate committees/groups and meetings. This may include room bookings, distribution of papers, agendas, minutes/note taking and associated processes.  Provide administrative support for customer relationship activities and partnership arrangements within business area, ensuring records and relevant databases are accurate and updated as part of a regular process.  Provide support for recruitment, induction and appraisal processes.  Provide support for internal and external Faculty events as required e.g. pre and post event administration, facilities arrangements, handling queries and the registration of guests.  Take responsibility for ensuring events, activities and successes within the Department are fed through to the Staff Engagement Manager / Officer for wider dissemination across the Faculty.  Disseminate internal communications as directed by senior managers and in line with Faculty communication protocols.  Provide support for a range of processes within the Faculty Operations Team, as directed by the Senior Administrator or Faculty Operations Officer.  Assist in process improvement activities as directed by the relevant senior manager.  Provide support for projects, both within your functional area and across Professional Services e.g. co-ordinating meetings, collating information, disseminating communications and preparing documentation. General responsibilities  Deputise for the Senior Administrator (Faculty Operations) as required.  Provide cover and support across Professional Services as required.  The above list is not exhaustive and, as such, it is expected that you will be responsible for related issues commensurate to the level of the role. Attributes      Stakeholder/Customer Focus One Team Worker Responsiveness to Change Developing Self and Others Self Confidence and Initiative Core Core Core Core Core Page 4 of 7 Person Specification Job Title Administrator (Departmental) Faculty / Directorate Faculty of Health and Wellbeing (* Essential or Desirable) Attainment Details E* D* Evidence** Educated to GCSE/O level standard (or equivalent experience) E AF + Q/C Working independently including planning and prioritising own workload, dealing with conflicting deadlines, ensuring deadlines are met and accuracy is maintained E AF + I Assisting with committee servicing including note taking E AF + I Evidenced achievements e.g. relevant qualifications (or equivalents), training, membership of professional bodies Experience Type of experience and specific knowledge required for this job Contributing to team work planning activities Competencies Skills and abilities required for effective performance e.g. numeracy, attention to detail, oral and written communication, planning and organising, leadership skills, ability to cope with conflicting demands/deadlines Other relevant information D AF + I Providing guidance to stakeholders e.g. answering straightforward queries and signposting more complex queries as appropriate E AF + I Excellent customer service, handling queries and problem solving, dealing directly with customer complaints and resolution E AF + I Identifying opportunities to improve processes and contribute to implementation E AF + I Support to a senior manager, demonstrating proactivity and initiative Appointment to this post is being made using the Professional Services Attribute Framework (see job description for details) E AF + I E I Good oral and written communication skills E AF + I Proficient in the use of IT systems including Microsoft Office packages E AF + In-tray Ability to work flexibly according to the needs of the service and to adapt to changing circumstances E AF + I e.g. shift work or weekend working, travel in UK or abroad (state approximate frequency i.e. travel abroad twice a year) **Evidence/Method of Assessment: AF = Application form In-tray = In-tray Exercise I = Interview Q/C = Qualifications/Certificates Page 5 of 7 How to apply Complete the Sheffield Hallam University application form and email it to recruitment@shu.ac.uk. Call us on 0114 225 3950 if you have any questions about completing the form or the recruitment process. You will be informed as soon as possible after the closing date if you have been short listed. If you have not received notification from us within four weeks of the closing date, please assume you have not been successful on this occasion. Non-EU nationals We have a legal responsibility to ensure that all employees are entitled to live and work in the UK. If a job requires highly specialist skills and qualifications we may be able to provide a Certificate of Sponsorship to help you gain entry clearance or leave to remain in the UK from UK Visas and Immigration. Further guidance on the UK Visas and immigration Points Based System can be found at www.gov.uk/government/organisations/uk-visas-and-immigration. You can also email the Human Resources Directorate at recruitment@shu.ac.uk. Equality and diversity drive our success Equality and diversity are essential to our academic and business strengths. We believe that excellence comes through recognising the value of each individual. We aim to create an environment that respects the value of each individual and the diversity of employees and students in the University's community. This will enable them to contribute fully, and to derive the maximum benefit and enjoyment from their involvement in University life. Positive about disability We use the symbol on the right, along with other like-minded employers, to show our commitment to good practice in employing people with a disability. It also enables people with a disability to know which employers will be positive about their abilities. All applicants who meet the minimum criteria (based on the person specification) for a job vacancy and have declared their disability are guaranteed an interview and considered on their abilities. Stonewall Diversity Champions programme We are members of the Stonewall Diversity Champions programme, reinforcing both our commitment to improving the workplace culture for lesbian, gay and bisexual employees and our recognition that people perform better when they can be themselves. Stonewall recognises Sheffield Hallam as a forward thinking 21st century employer which aims to recruit, recognise, and support the very best people regardless of background. Page 6 of 7 Trade unions We are committed to working in partnership with employee representatives. You are welcome to join a trade union, professional association or employee organisation and participate in its activities. We recognise the following unions for the purposes of collective bargaining UNISON, GMB, T&GWU, UNITE, UCU. Benefits of working for us We offer generous holiday entitlements - annual leave entitlement is a minimum of 25 days (pro rata if you work part-time) and rises depending on staff group and grade. In addition to the eight standard UK bank holidays, up to six extra statutory days (a minimum of four) are provided each year for extended University closure around some UK public/holidays. We understand the need for a good work-life balance. That's why we support and operate a number of flexible working schemes including job-share and flexible working hours where applicable. We operate an incremental grade structure. This means that you will be eligible to receive an annual pay increase (subject to satisfactory performance) until your salary reaches the maximum salary for your grade. Our defined benefit pension schemes are a real asset to your peace of mind. Depending on the job you're appointed to, you will be entered into either the Local Government Pension Scheme (LGPS), Teachers’ Pension Scheme (TPS), or remain in the Universities Superannuation Scheme (USS) if you are a current member. We also offer many other benefits including Travel discounts, Family Friendly Schemes, Health and Wellbeing and Training and Development opportunities for employees. For more information about the benefits available to you, visit www.shu.ac.uk/jobs/vacancies/documents/benefits.html Living and working in Sheffield Sheffield is the greenest city in England. We have over 200 parks and woodlands and a third of the city is in the Peak District National Park. We have excellent rail links to all major cities and the city centre is in walking distance of both our campuses. For more information, visit www.shu.ac.uk/jobs/vacancies/documents/lawisheff.html Other important information All appointments are made subject to confirmation of eligibility to work in the UK and satisfactory declaration of health from the occupational health consultant to make sure you are medically able to carry out the type of work involved in the post. Appointments are also subject to receipt of satisfactory references and any other checks that may be required for the role. We comply fully with requirements of the Data Protection Act 1998. This requires us to tell you we will:    hold details of your name, address and the post applied for to assist the recruitment process hold the information on your equal opportunities monitoring form, to monitor the effectiveness of our policies retain records for unsuccessful applicants for one year, after which time the records are destroyed For overseas applicants we normally reimburse travel expenses from the port of entry into the UK only. Page 7 of 7