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Clerical Officer (Half-time jobshare) [03/04/2010]

MAJOR DUTIES :

Develop and maintain effective and efficient departmental databases and maximise the use of relevant University databases, generating management reports as required, e.g. student enrolment records, staffing information, monitoring of stationery usage etc.

Analyse information and produce confidential documents using various software packages based on a general brief, e.g. strategic plans, financial targets and presentation overheads.

Organise and support the work of the Manager/Management Team by organising and servicing meetings, preparing and circulating agendas and minutes and compiling action lists ensuring that all actions are followed up.

Supervise and delegate work to junior staff monitoring and reviewing their workloads to ensure the School runs smoothly and to an appropriate standard.

Act as UG Examinations Liaison Officer, liaising with Examinations Office, Internal Examiners and External Examiners; oversee the production of examination papers and all information required for the Board of Examiners including final classification lists; support the Examinations Office in dealing with Complaints procedure and other UG examinations related matters.

Support the work of the Advisers of Studies and Director of Education with regard to all Undergraduate matters.

Maintain UG information on QSIS, ensure support staff are trained as necessary.

Committee servicing for key School Committees eg. School Board (and Management Board (in the absence of the Head of School's Secretary).

Oversee Room Bookings and implementation of UG Timetable in the School.

Responsible for financial administration including payment of TAs and all NSP, authorising payments and monitoring finances through QFIS in line with University and School rules and regulations.

Set up and maintain electronic and manual filing systems in accordance with the University's responsibility to employment legislation, e.g. Data Protection Act, Freedom of Information Act.

Monitor office systems and procedures ensuring their effectiveness and take necessary steps to update.

Advise relevant staff of such new procedures and give any necessary guidance/training.

Carry out any other duties which are appropriate to the post as may be reasonably requested by Supervisor.

Planning and Organising:

Prioritise own workload within a general schedule and assist senior staff in planning for future work so that resources are available to meet specific objectives.

Resource Management Responsibilities:

Assign tasks to others and be responsible for ensuring work is completed to the required timescales and standards.

Responsible for stocks/stores of equipment and supplies within a delegated budget so that resources are available when required.

Internal and External Relationships:

Daily contact with Supervisor, work colleagues and University staff.

Liaison with other University offices, students and external bodies.

ESSENTIAL CRITERIA :

1. A minimum of A-Levels, NVQ 3 or equivalent qualification in a relevant subject.

2. A minimum of 4 years' work experience relevant to the duties of the post.

3. Relevant experience of working in Higher Education.

4. Experience of staff management.

5. Experience of committee servicing at a senior level.

6. Demonstrable experience of managing a varied workload and balancing competing pressures, deadlines and demands.

7. IT literacy and up to date knowledge and experience of relevant computer packages and information systems (MS Office, Email etc).

8. Keyboard skills.

9. Good oral and written communication skills.

10. Ability to work as part of a team and with all levels of staff internally/externally.

11. Ability to work independently, to use and act on own initiative.

12. Organisational and time management skills and ability to plan and organise short term activities and events.

13. Ability to work under pressure to meet challenging deadlines.

14. Ability to assign tasks to others and be responsible for ensuring work is completed to the required timescales and standards.

15. Flexible and willing to adapt to new tasks and duties.

16. May be required to work outside the normal hours.

DESIRABLE CRITERIA :

1. RSA/OCR Stage 2 (Parts 1 and 2) Typewriting/Text Processing/Word Processing.

2. Academic School experience at Higher Education level.

Job Type:
Contract/Temp

Location:
Northern Ireland – Belfast

Salary:
[n/a]

Date available:
now

Specialist Industry:
Law

Job Contact::

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Salary-Pay Range::

Minimum Experience::
A Levels NVQ 3

Company:
Queen's University Belfast

Company Description:
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