Administrative Officer at The Admiralty University of Nigeria

Job Type: Senior Managerial/ Administrative and Support Staff
Department: General Administration

Overall Purpose

• To provide high quality, professional administrative support to a defined area of the University, Based within the Office of the Pro-Chancellor, the role co-ordinates the delivery of highly professional administrative and Executive Support services within the defined area/unit including, where appropriate, the day-to-day management of an Executive Support team.
• The post holder must possess a high level of professionalism in both demeanour and conduct with a proven ability to interact effectively with internal colleagues and external stakeholders.
• The precise tasks will vary dependent on where the role is based and the needs of that Unit, however the job description is consistent and in both cases it is the complexity of activity which is reflected in the role.
• With a strong commitment to excellent customer service, the post holder will build strong and effective relationships with colleagues in similar roles across the University (and beyond), implement common processes and new ways of working and work collaboratively to share best practice for efficient and effective working to build capacity, competency and career development across the Executive Support provision in the University.
• The post holder will act as the responsible for line management of Senior Administrative Assistants and Administrator across all departments of the University.

Main Duties and Responsibilities

• Co-ordinating the day to day management of a team of Executive Support, running an effective ‘front-office’ executive and administrative support service, ensuring that work is allocated appropriately within the team and that the team provides a high level of executive and administrative support service.
• Co-ordinating the day to day interaction internally and with external stakeholders as necessary. Supporting the Office of the Pro-Chancellor in disseminating information within the University, helping to advise and draft messages as appropriate.
• On an individual level, this post may be responsible for a combination of the following tasks;
• First point of contact/gatekeeper and executive support to a senior University manager (or managers) where a high level of external engagement is required with senior external contacts and stakeholders.
• At times, the post holder may advise and act on behalf of the senior University manager(s), having some authority to take decisions and respond to correspondence, email , visitors and
• telephone calls on their behalf, always exercising the utmost discretion in ensuring the confidentiality of sensitive data and information, together with a degree of flexibility in the hours worked.
• Co-ordinating the provision of services to a defined unit, with particular emphasis on ensuring the quality of service provision and collaboration between a Unit and Functions and
• Schools; this may include operational space planning for example.
• Where appropriate, and working in collaboration with Governance Services, the role may provide or oversee some committee support, for example to Management Boards.

This post may also either provide the following support to senior members of the University or may manage the provision of this support through a team of Senior Support Administrators;

• Executive Administration assistance - preparing briefings and correspondence; responding to emails on behalf of senior management; preparing papers, reports and presentations;
• Processing documents for signature and tracking; maintaining and updating filing and record management systems; responding to requests for information; arranging/booking travel - including preparation of itineraries; running an effective “front-office” operation including receiving and managing telephone calls and visitors; and acting as a key point of contact.
• Contribute to project, policy and service development.
• Diary and stakeholder management - identifying external stakeholders that senior management should meet, arrange meetings, preparing agenda and briefings and any logistics required. Chasing up any follow up actions. Maintain accurate and shared electronic diaries for efficient ways of working. Visitors - arranging and organising external visits including briefing/agenda and logistics and liaison with those visiting; hosting international delegations as well as preparing international travel itineraries as appropriate (logistics, coordinating briefing letters of invitation, visas, immigration) working in partnership with professional and academic staff.
• Event management - organising and delivering local events and activities (internal and external), providing support for key events such as recruitment, outreach, VIP meetings or dinners, supporting graduation or widening participation events; organising local conferences and seminars; providing support for the administrative arrangements for any events or for the local elements of a broader University event, such as Open Days.
• Finance support - oversee and undertake (as required) the raising of requisitions, tracking orders, collating expenses and purchase cards.
• Maintain up to date knowledge of University procedures, processes and current initiatives, projects and issues particularly those relevant to the Unit supported.
• To undertake appropriate ad-hoc project work as required.

Further Information

• Accountability In undertaking these responsibilities the postholder will clearly be able to delegate specific functions, but not accountability for them, to other individuals.
• Hours: This is a full time post. The nature of the post is such that the postholder will be expected to work flexibly and for such reasonable hours (minimum 40) as are necessary in order to fulfil the duties and responsibilities of the post.
• Leave: 25 days per annum.

Person Specification (Experience & Knowledge)
Candidates for the role will be expected to demonstrate evidence of the following knowledge, skills, and attributes:

Qualifications:

• Master Level holder or equivalent relevant experience
• 6 years relative experience

Knowledge, Skills and Experience:

• Experience of working in a busy office environment within an administrative role
• Experience of responding to enquiries and providing advice to a range of stakeholders
• Experience of minute taking/note-taking following agreed protocols
• Familiarity of using and maintaining databases and record systems (including on-line and webbased systems)
• Excellent organisational and time management skills
• Ability to ensure effective liaison and communication at all levels, verbally and in writing
• Accuracy and attention to detail
• Excellent IT skills with a range of IT packages and systems (incl. Microsoft Office)
• Ability to provide a high standard of customer service
• Ability to prepare and analyse management information
• Ability to balance competing priorities and meet set deadlines
• Ability to embrace to enable change
• Ability to initiative and judgement to resolve problems independently
• Experience of providing executive or PA support to senior management
• Experience of line management in a team context and the ability to motivate and lead a team
• Experience of implementing and delivering modern office management systems such as shared drives and electronic record keeping
• Experience of project administration support
• Experience of external engagement and event management
• Experience of producing high level reports and briefings for review by senior staff
• Experience of managing staff through change
• Experience of introducing new ways of working, including maximising the use of technology
• Experience of the relevant defined area of the University

Disposition:

• Commitment to the provision of an excellent customer service
• Strong focus on attention to detail and high quality output
• Focus on continual improvement in service delivery
• Proactive, flexible and resilient
• Strong team player
• Ability to maintain confidentiality
• Commitment to collaborative working and the ability to work with colleagues across the institution at all levels, including senior staff
• Able to adapt and respond to evolving project needs
• Willingness to engage in professional development to enhance knowledge and skills