Administrative Assistant

Birmingham, UK
20 Jun 2019
27 Jun 2019
Contract Type
Full Time
Administration Assistant
Undertake a wide range of administrative and office support activities to support a team or
Main activities and responsibilities
1. Prepare and modify documents including correspondence, reports, drafts, memos and
2. Schedule and co-ordinate meetings, appointments, attendance at events and training.
3. Assist with booking travel arrangements when necessary.
4. Prepare agendas and papers for meetings
5. Take notes or minutes of meetings; record, compile transcribe and distribute minutes,
action points or other notes.
6. Maintain electronic and hard copy records and filing systems and retrieve documents
and information as needed.
7. Co-ordinate and maintain records, including inputting data using a variety of different
software such as spreadsheets and databases.
8. Provide administrative support including:
a. Answer, screen and transfer incoming telephone calls
b. Photocopying, fax, mailing
c. Open, sort and distribute incoming correspondence
d. Maintain office supplies such as stationery
e. Receive and direct visitors
9. Respond to routine enquiries in person, by telephone, email or correspondence. Refer
more complex or detailed queries to appropriate colleagues.
10. Respond to requests for information and data.
Additional Key Requirements:
Managing People and Resources
May provide routine training (such as demonstrating processes) and guidance to new staff or
less experienced colleagues within own area of work.
Inputting data and maintenance of electronic and hard copy record systems may include
routine financial administration associated with raising purchase orders, processing invoices,
recording expense claims and timesheets and monitoring petty cash to support
administration and finance colleagues.
Respond courteously to enquiries and queries from colleagues, visitors and customers.
Teamwork and collaborative working
Work with colleagues, and flexibly as needed to provide efficient and effective administrative
Initiative, problem solving and decision making
Resolve administrative queries. Refer detailed or complex queries to relevant colleagues Supervisors or managers.
Work environment
Be aware of the risks in the work environment and the potential impact on their own work.

Person Specification

• Relevant vocational qualifications such as a NVQ Level 2 in Business Administration
or able to demonstrate equivalent work experience and relevant skills.

• A good standard of literacy and numeracy equivalent to GCSE English and Maths.

• IT skills including familiarity with Microsoft Office.

• Knowledge and some experience of clerical and administrative procedures and
systems such as filing, record keeping and note taking.

• Good written and verbal communication skills.

• Able to demonstrate an organised approach to work and ability to prioritise different

• Good attention to detail and accuracy.
Special requirements
Ability to undertake duties at different premises, including any University campus is required.
There may be a requirement for work outside of standard office hours.
Expectations of all staff
Professional standards
All staff employed by Birmingham City University are expected to exhibit high professional
standards which promote and demonstrate the University's core values of Excellence,
People Focused, Partnership Working, Fairness and Integrity.
Equal Opportunities
All staff are expected to understand and enact the University's commitment to ensuring
equality and diversity in all activities. This commitment is enshrined in the Equality Statement
and core values.
Dignity at work
Every member of staff has a responsibility to ensure colleagues are treated with dignity and
The University is committed to creating a work environment for all staff that is free from
harassment, intimidation and any other forms of bullying at work, where everyone is treated
with dignity, respect and professional courtesy.
Health and safety
The arrangements for meeting the University's health and safety objectives are contained in
the Birmingham City University Health and Safety Policy. This includes the responsibilities of
key staff and procedures covering the main activities of the University.
All staff are expected to take reasonable care of themselves and those that may be affected
by their actions.
Dress code
The University does not operate a formal dress code for its employees, other than for those
who are provided with uniform and/or protective clothing. However, employees must ensure
that their dress is professional, reasonably smart and appropriate for the situation in which
they are working. All staff should ensure that they present a professional image and one that
reflects sensitivity to customer perceptions. This may reflect their ethnicity and lifestyle, but
should not be provocative or cause offence to those with whom they have contact.
All staff are expected to adhere to good citizenship, being generous with help and support to
others, collaborating with colleagues and working for the benefit of the University as a whole.
In particular working to provide a positive student experience and achieving excellence in all
the University's activities.
This job description indicates the expectations of staff at this level. Job descriptions are not
exhaustive and you may be required to undertake other duties of a similar level and

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