Maternity Cover – Corporate Systems and Departmental Support Administrative Assistant

Applications are invited for the temporary 12 month full time post working in the Digital Services Department and can be undertaken on a secondment basis.

We are seeking a highly motivated and organized individual to fill the role of Maternity Cover for the Corporate Systems and Departmental Support Administrative Assistant. You will be expected assist the Corporate System and Departmental Support Lead to ensure that the department manages its budget effectively, complying with relevant policies and procedures; perform PA duties, support the senior managers team, co-ordinate and administer specific Digital Services projects across the department and to work with senior managers to manage the recruitment process for the department.

You will join the Corporate Application Support first line and Departmental support team who plays a multifaceted role within the department, overseeing diverse responsibilities. The team is primarily responsible for diligently monitoring budgets to ensure financial efficiency. Additionally, they take charge of health and safety administration, maintaining a secure and compliant work environment. Providing essential first-line support for corporate business systems, they troubleshoot and resolve technical issues promptly. Furthermore, their role extends to overseeing procurement processes and maintaining vital administrative functions for the department, contributing to the overall operational effectiveness of Digital Services.

You will be expected to communicate with users in person, by phone, via email and other electronic means. It is essential in the role that the officer has good communication skills and the ability to work well both individually and as part of a team.

Candidates should be educated to 2 AS Levels or 1 A level or NVQ level 4 in a relevant subject area or equivalent experience.

The ability to communicate through the medium of Welsh is desirable for this role.

Applications will only be accepted via our on-line recruitment website, jobs.bangor.ac.uk. However, in cases of access issues due to disability, paper application forms are available by telephoning 01248 383865.

For an informal discussion, please contact: Alison Heywood Corporate System and Departmental Support Lead. Tel: 01248 382827 [email protected]

Closing date for applications: 29th November 2023.

Committed To Equal Opportunities.

Overview

Digital Services is responsible for the implementation and support of the University IT infrastructure, facilities and services. Supporting in excess of 3,500 desktops, 2,000 staff, 10,000 students and 200 lecture rooms.

We provide the core network and desktop services which allow all our users to access the Internet, use email and use other IT services and applications which allow them to engage their teaching, research and ‘third mission’ activities.

Our libraries provide books and e-resources to support the University’s academic programme.

The Corporate System / Departmental Support Team.

Our key role is to provide specialist support users of our corporate systems. These include Banner (student records), Unit4 Business World (Finance, HR & Payroll), Student and Tutor Applications and many other systems including in-house online systems. We work alongside other support staff and answer queries submitted from via the IT Helpdesk. Our team also facilities the administration of Digital Services – one of the largest professional services in the University. Our team places orders for all Digital Services hardware, software, and library materials. We assist team leaders with accurate budgeting information. The Health, Safety and wellbeing of our staff are monitored by the team to support team leaders. We work with colleagues across the service to make certain corporate actions are completed in a timely manner; keeping the Director/managers informed of matters requiring their attention.

Purpose of the Job

• To provide support for corporate system users in the University in a friendly and efficient manner.
• To support the administrative functions of the department.

Main Duties and Responsibilities

• Prepare and co-ordinate the budgets setting process, monitor expenditure, support budget holders, and provide regular monitoring reports to the Director; Ensure goods and services are procured according to university policies, regulations, and guidance.
• Develop and maintain systems to monitor the Digital Services budgets, to help ensure the Department stays within budget.
• Calculate monthly prepayments calculations.
• Ensure streamlined, efficient, and effective financial processes are in place for Digital Services procurement and budget management.
• Liaise with Managers to ensure that new starters/ leavers processes and induction are undertaken effective.
• Assist and guide Digital Servicers managers on their specific staffing requirements (flexible contracts, fixed-term contracts, casual staff paid on time sheets) in liaison with University Human Resources.
• Co-ordinate staff appointments renewals through the i-Trent HR and Payroll system working closely with Finance and Human Resources. Ensuring sufficient funding are available to sustain the posts for the period of contract.
• To undertake the full range of PA duties for the Director and support the senior management team.
• To schedule, plan, and organize both internal and external meetings.
• To assist the Digital Transformation Team Leader co-ordinate and/or administer specific Digital Services projects and communications about projects and IT Services.
• Arrange and co-ordinating the annual PAT Testing of electrical appliances.
• To compile and organise information in preparation for audits.

• Use knowledge of user support requirements to advise on improvements to the service provided.
• Report building, safety & maintenance issues.
• Assist in Health & Safety activities (eg fire alarm tests)
• Keeping stores tidy.
• Recording and filing of forms, orders etc.
• Dealing with couriers who deliver and collect equipment.
• Report damages or faults via the IT Helpdesk system.
• The post holder will be expected to participate in performance review and developmental activities.

Other Duties and Responsibilities 

• The post holder will be expected to comply with the University’s equality policies and statements, Dignity at Work and Study Policy and the University’s Welsh Language Scheme.
• The post holder has a general and legal duty of care in relation to health, safety and wellbeing and must take all reasonable steps to ensure a safe and healthy working environment for him/her self and for other members of staff, students and visitors affected by his/her actions or inactions. The post holder is also required to comply with all applicable health and safety policies, procedures and risk assessments.
• The post holder must comply with relevant legal and financial policies and procedures and be aware of their responsibilities in terms of the legal requirements of their posts.
• Other duties as required by the line manager.

Person Specification

Qualifications/Training

Essential

• 2 AS Levels or 1 A level or NVQ level 4 in a relevant subject area or equivalent experience.

Desirable

• A recognized qualification in accounting.
• Undergraduate degree in a relevant subject.

Experience/Knowledge

Essential

• Knowledge of the of budget monitoring process.
• Experience in a finance -related position.
• Experience in scheduling meetings with both internal and external parties.
• Experience in ensuring compliance with policies and regulations.
• Experience in contributing to teams’ goals and objectives.
• Experience of proactively taking initiatives and improving processes and outcomes.
• Sound knowledge of Microsoft Office Applications.

Desirable

• Experience of administrative skills including minute taking.
• Relevant experience in customer support.
• Familiarity with Unit 4 Business World Business Systems.
• Experience with online HR and Student systems.
• Experience of helping user with IT problems in a workplace environment.

Skills/Abilities

Essential

• Effective time management and organizational skills to meet deadlines and handle multiple tasks simultaneously.
• A collaborative mindset and the ability to work effectively with colleagues in Digital Services and across organisation.
• Strong written and verbal communication skills to convey financial information clearly to both financial and non-financial stakeholders.
• Flexibility and the ability to adjust to changing priorities, unexpected challenges, and evolving circumstances.
• Exceptional attention to detail to ensure the accuracy of financial data and reports.
• A willingness and ability to quickly learn new technologies.
• Good organisational skills, record keeping and timekeeping.
• The ability to work under pressure on occasions.
• Self-motivation with the ability and initiative to work on their own and a willingness to seek help when necessary.

Other

Desirable

• The ability to communicate through the medium of Welsh is desirable for this role.

General

The University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds.  We strive to develop a workforce from all sections of the community regardless of sex, gender identity, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We promote and facilitate the use of the Welsh language through our progressive Welsh Language Policy. We comply with the Welsh Language Standards and are committed to equality of opportunity. You are welcome to apply for any job in English or Welsh and all applications submitted will be treated equally.

We are a member of Advance HE’s Athena SWAN Gender Equality charter and hold a Bronze award in recognition of our commitment to and progress towards gender equality within the University’s policies, practices, and culture. We are proud to be a Disability Confident employer.

All members of staff have a duty to ensure their actions are in line with the overall environmental aims of the University and minimise their environmental impact.

All offers are made subject to proof of eligibility to work in the UK and receipt of satisfactory references. 

All candidates must meet the requirements of UK ‘right to work’ requirements *** If you require Home Office permission to work in the UK, or need to switch your visa status in order to take this job  we recommend you use the following link to information about the routes into employment and to check eligibility requirements:  https://www.gov.uk/browse/visas-immigration/work-visas

Please note that we are unable to employ anyone who does not have the right to live and work in the UK legally.   When applying for this post you will be required to explain the basis upon which you believe you will be able to live and work in the UK legally on the commencement date of the role should your application be successful.

Please note that, in the event of applications being received from candidates on the University’s Redeployment Register with a reasonable skills match to the post specification, these applicants will be given prior consideration.