The postholder plays a key role in supporting and devising Cercia's administrative operations, providing specialist advice and support to both the Centre Manager and Director on the continuous monitoring, review and enhancement of administrative systems to ensure they remain fit for purpose, effective and efficient.

Under the supervision of the Director, the post holder is responsible for the preparation of the draft budget, undertaking financial reporting and accounting, preparing draft project proposals and reports, contacting senior and other staff in the University, contacting external business people, taking initiatives in the Centre, maintaining the day-to-day management of the Centre Office, acting as the first point of contact of the Centre, and understanding various policies (related to outreach activities and financial matters) that potentially have an impact on the Centre and initiate actions, etc. Although the above duties are done under the general direction and supervision of the Centre Director, the post holder must be able to work independently, take initiative and provide timely advice. The post holder must also perform the duties of the Centre receptionist.

Main Duties

Centre Administration

• Prepare and write formal documents, e.g., letters, memos, newsletters, emails, etc., and ensure follow up action is taken, with minimum supervision. If the post holder is unable to answer complex queries etc. s/he should refer them to the Centre Director.)
• Build and maintain effective working relationships with external business organisations, especially senior people, in terms of publicity, networking, joint projects, project reporting, project application, etc.
• Contact with other units of the University, e.g., University senior management offices, finance, personnel, estates, Conferences Park, etc., in following up actions.
• Interpreting and advising the Centre Director on University policies (both within and outside the University) about outreach activities and financial matters in HEIs, and provide advice to the Centre Director on necessary actions, especially on suitability of external/internal funding applications and appropriateness of initiating new projects.
• Prepare agendas, arrange agenda meetings, make bookings, take minutes, etc and ensure follow up actions are taken by the deadlines
• Develop and maintain a record keeping systems for the Centre
• Develop and maintain an efficient office support system for the Centre
• Undertake procurement activities for the Centre
• Act as first point of contact for visitors to the Centre,
• Prepare refreshments if appropriate
• Direct visitors to the appropriate person or place in the Centre
• Deliver urgent documents (e.g., a grant proposal for signature) to other units of the University
• Photocopying

Financial / Budgetary Monitoring

• Prepare drafts of annual forecasts and budgets for the Centre, and alert the Director to potential shortfalls or discrepancies, if any
• Manage, in consultation with the Centre Director and a representative from the Accountancy Team, all accounts held by the centre, ensuring budgets and project expenditure adhere to the University financial regulations; advising as appropriate on overspend to ensure budgets are not exceeded.
• Preparation and delivery of regular financial reports to the Director and the Management Board,
• Co-ordinate and write six-monthly project report;
• Monitoring all project income/expenditure;
• Ensuring all engagement data are accurately recorded;
• Identify and implement appropriate systems to significantly improve efficiency
• Maintain a detailed record of the income and expenditure of all Centre accounts, in cooperation with the Finance Office.
• Use University systems and own spreadsheets to prepare interim and final financial claims and reports for projects in consultation with the Finance Office and the Centre Director.
• Maintain project (including workshop/conference/course) financial records; process expense claims, invoices, IBCTs, journals and reconcile accounts and records, including receipt of goods, processing payments, chasing up monies owed to the centre
• Use and manage the Centre University Purchasing Card according to established University procedures; maintaining the necessary paperwork; and conducting the routine account maintenance and journals

Project Application and Outreach Activities

• Prepare draft project applications to sponsoring bodies including all text and research of appropriate legislation and background information with the advice of the Centre Director and/or other Centre research staff, and prepare draft project application budgets in consultation with the Centre Director and Finance Office.
• Organise workshops, conferences and training courses, and edit proceedings and course materials. The work includes, but is not limited to:

1. Preparing draft publicity materials (flyers, emails, web pages) for the Centre, for courses/conferences/workshops run by the Centre and for projects undertaken by the Centre, and make the final decision on how this looks.
2. Posting/sending out marketing materials using various mailing lists,
3. Taking registrations at Centre-organised events and conferences
4. Making local arrangements for accommodation, transportation, catering, venue hire, etc.
5. Generating draft reports to conference sponsoring bodies etc.
6. Preparing and maintaining the budget for the events and prepare the final financial report.

Any other tasks requested by the Director.

Decision Making/Problem Solving

without reference to others:

• Develop and review office systems, and take actions if needed
• Ordering and procurement of office equipment, including negotiating service contracts
• Monitor and maintain Centre accounts, process financial claims/invoices, etc
  Centre budget monitoring, and initiate actions whenever necessary

after consulting others:

• Centre budget planning and preparation
• Project budget planning, preparation and monitoring
• Plan and organise meetings, conferences, workshops and short courses
• Provide expert advice to the Centre Director and manager on policy issues

or that would be referred to someone else:

• Recruiting new staff in the Centre
• Signing project contracts
• Authorisation expenditure

Knowledge, Skills, Qualifications & Experience Required

Essential:

• Educated to degree level or equivalent
• Previous experience in a similar role in a higher education institution or government office.
• A high standard in Mathematics and English
• Excellent written and oral communication skills
• Excellent interpersonal and organisational skills
• RSA II in typing/audio/word processing or equivalent.
• Working knowledge of automated financial systems
• Advanced knowledge and experience with MS Office applications (Word, Excel, Access).
• Able to work effectively and efficiently as a team member as well as independently.
• Ability to assess priorities and own work initiative.
• Demonstrated ability to work under pressure and meet tight deadlines.
• Demonstrated ability in maintaining confidential information and documents.
• Attentive to detail

Desirable:

• Experience using Infoview, Business Objects, Coda and PROACTIS
• Previous experience with international staff and international organisations.

Communication skills

Contact
Cercia staff

Purpose/skills required
Co-ordination/supervisory, team working

Contact
School staff

Purpose/skills required
Co-ordination on common issues/team working, collaboration and teamwork common courtesy

Contact
Finance staff

Purpose/skills required
Management of Cercia accounts/good oral and written communication

Contact
Other Centres

Purpose/skills required
Forming partnerships/negotiating skills

Contact
External organisations

Purpose/skills required
Developing links, marketing services/excellent influencing skills

Contact
Clients

Purpose/skills required
To build relationships between businesses and Cercia. Requires client focus, good interpersonal and communication skills, ability to persuade and negotiate, and excellent presentation skills.

Comments

The post is supported by external funding; it is available for two years in the first instance, but may be renewed, subject to new funds becoming available.