Assistant Group Secretary

University of Warwick, Coventry
£19,612 - £21,814 per annum, pro rata
Feb 14, 2020
Mar 15, 2020
Contract Type
Full Time
Job Type
Other job types
Vacancy OverviewThis is a permanent post. Secondments will be considered. Part-time (25.5 hours per week, hours to be arranged with the post-holder, noting the preference is for the post holder to work Monday to Friday).

You will provide excellent administration and secretarial support for academic staff within a busy office, with some responsibility for financial administration. You will need excellent organisational and communication skills, with an ability to utilise your initiative and work accurately to tight deadlines.

You will be educated to at least GCSE standard, including A-C in Maths and English, (or with demonstrable and significant equivalent experience relevant to the role). Recent and relevant experience in administration will be a bonus, preferably gained in the higher education sector. Please refer to the person specification for a full list of essential and desirable skills and experience, and please address these requirements specifically in your application.

For further information about this role, please contact Joanne Davis at

Interview Date: 6 March 2020.Job DescriptionJOB PURPOSE:

To provide an excellent level of administrative and secretarial support within the Organisation and HRM and Strategy and International Business groups, in particular supporting the seminar, research and teaching activity of academic staff and handling group financial procedures. To deputise for the Group Coordinators as necessary.


1. Group Administration

General clerical work for academic staff on a daily basis, on request (this will include photocopying, preparing PowerPoint presentations, producing letters and finalising material ready for publication).

Deputising for the Group Coordinators during periods of leave or absence; this may also involve office management.

Handling day-to-day general enquiries and information requests relating to group and individual staff, from both outside and within WBS and the University.

Ordering stationery and computer consumables, ensuring adequate stocks for the groups' needs.

Arrange office furniture, stationery and computers for any new starters.

Advising staff and doctoral students on the use of photocopier, fax machines, voicemails and updated software.

Advising staff on office procedures and the location of office information.

Maintaining and updating the development of the group web pages.

Arranging room and catering bookings.

2. Teaching Support

Providing support and administration to academic staff on various taught modules.
Typing, formatting and disseminating teaching materials: course booklets, PowerPoint presentations etc.

Checking examination papers; ensuring they are accurate, in the appropriate format and on time.

Assisting doctoral students with expense claims, time sheets, printing requests and stationery provision.

Supporting academic staff in their personal tutor role for undergraduate students, including arranging meetings etc.

Responding to students' enquiries e.g. location of lecture theatres and office hours for academic staff.

3. Research Support

Organisation and servicing of academic research seminars and workshops including both internal and external speakers including sending out seminar invitations, ordering, collecting and setting up audio visual equipment for different sessions and seminars, ordering porter collection, making travel arrangements and processing travel and subsistence claims for visitors.

Booking conference registration for staff conference attendance and other research activities.

4. Group and Research Finance

Advising staff on University Financial procedures and ensuring they are followed.

Coordinating purchase requisitions by ensuring they all come through the Group Offices.

Processing purchasing requests for academic staff (e.g. for travel, equipment, stationery, etc).

Ensuring that requisitions and photocopying are coded appropriately.

Ensuring that requisitions are authorised by the appropriate budget holder as quickly as possible.

Arranging honorarium payments for outside speakers and processing travel claims with direction from the Group Coordinators.

Checking that requisitions have been processed by the Finance Office and that goods and services have been ordered for Group Staff.

Processing staff expense claims and allocating these to appropriate budget headings.

Advising staff on how to arrange overseas and UK travel, accommodation and conference registration for group staff associated with conference, research and teaching activities.
Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.

Essential Criteria 1 GCSE A-C grade (or equivalent) in English and Mathematics (a) Essential Criteria 2 Competent in use of office software applications (including word-processing, spreadsheet, presentations and email) (a,b) Essential Criteria 3 Ability to respect confidentiality and experience of dealing with confidential information (a,c) Essential Criteria 4 Team working skills (c) Essential Criteria 5 Tact and diplomacy (c) Essential Criteria 6 Calm under pressure (c) Essential Criteria 7 Relevant, applied clerical and administrative experience (a,b,c) Essential Criteria 8 Effective organisational and communication skills (a,b,c) Essential Criteria 9 Ability to prioritise and work to tight deadlines and use own initiative (a,b,c) Essential Criteria 10 Accuracy and attention to detail (a,b) Desirable Criteria 1 Previous relevant employment experience in a HE environment (a,c) Desirable Criteria 2 Demonstrable relevant experience in a similar role (a,b,c) Desirable Criteria 3 Financial administration skills (a,b,c) Desirable Criteria 4 Knowledge of utilising/updating/developing websites (a,b,c)Further ParticularsFor further information about the University of Warwick, please read our University Further Particulars .

Warwick Business School (WBS) is a world-class business school at the heart of a world-class University. We are recognised for our academic excellence, our determination to challenge assumptions, and our connectivity to the broader university. We offer a broad range of undergraduate, graduate and executive courses. We recruit the brightest students, offer exceptional learning experiences, have a positive impact on society, produce impactful research that is published in premier journals, and employ outstanding faculty who are global experts in their fields. We are a global school with a cosmopolitan outlook. We believe in the power of an entrepreneurial mind-set to change the world for the better, and that business schools should have a significant role in fuelling that change. So we welcome the problem solvers, value creators and change makers who share our intellectual curiosity. As one of Europe's leading global business schools we set out to lead the debate through our transformative research, and to develop inquisitive minds that will make a positive impact in an ever-changing world.

Our vision is: to be Europe's leading University-based Business School, developing transformational ideas and people that shape how we do business. Our vision is supported by our three-fold mission:
• To develop cutting-edge research that leads debate and deepens our understanding of the practice of business and management.
• To provide a transformational learning experience, enabling our stakeholders to realise their full potential.
• To work in partnership with policy and practice, both in terms of our research and teaching activities, to catalyse the impact of our work.

Our reputation is based on our world-class staff, both academic and administrative, and world-class facilities. In addition, as the largest department of the University of Warwick we have a very talented and diverse student body, with students from around 120 countries across our undergraduate, masters, MBA, PhD and DBA programmes.

Accreditation and rankings

WBS is proud to be part of an elite group of global business schools who have been accredited by all three premier international management education bodies:

• European Foundation for Management Development's quality inspectorate, EQUIS

• The Association of MBAs, based in the UK

• AACSB International - the Association to Advance Collegiate Schools of Business, based in the USA. WBS was the first UK institution to attain this accreditation

WBS London, The Shard

In 2015, WBS opened its downtown campus at London's iconic building, The Shard, the tallest building in the European Union, offering the following part-time courses there:

• DBA - Doctor of Business Administration

• Executive MBA

• Tailored Executive Education courses for companies and individuals

• Postgraduate qualifications in Central Banking and Financial Regulation, delivered exclusively for, and in partnership with, the Bank of England

Why WBS?

Our academics produce world-leading research in all fields of management, which is why we attract the very best PhD candidates. 100% of full-time faculty who both teach and research at WBS have PhDs and our doctoral community is thriving.

We offer a range of executive education programmes including diplomas, short courses, and customised programmes for corporate clients and individuals, and consult with industry to keep our programmes fresh, relevant, and accessible. The fact that many graduates return for further study with us later in their careers demonstrates our effective blend of academic research with the practicalities of the workplace.

The University of Warwick provides an inclusive working and learning environment, recognising and respecting every individual's differences. We welcome applications from individuals who identify with any of the protected characteristics defined by the Equality Act 2010.

Recruitment of Ex-Offenders Policy

As an organisation using the (DBS) Disclosure and Barring Service to assess applicants' suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University's Vacancy pages and applicants may request a copy of the DBS Code of Practice.

Closing Date23 Feb 2020