Administrator

Southampton, England, United Kingdom

6/18/2025

Job Purpose

To provide comprehensive, effective and efficient administrative support to the department and its external customers.

Key Accountabilities / Primary Responsibilities

• To provide effective and efficient administrative/secretarial support to senior colleague(s), including the co-ordination of diaries, arranging and servicing meetings, filtering enquiries, drafting and preparation of documentation and organisation of events.
• To apply a good working knowledge of departmental administrative systems to answer queries and resolves problems from colleagues and external customers.
• To contact other departments or external customers to source and exchange information.
• To contribute to the development of administrative systems, carrying out administrative processes and ensuring controls are in place to ensure accuracy and timeliness.
• To analyse, manipulate and interpret complex information in order to compile detailed summary reports.
• To process invoices and orders, making effective use of Agresso financial administrative process as required.
• To monitor and take responsibility for small scale resources.
• To provide informal coaching/training to colleagues in relation to administrative tasks.
• Any other duties as allocated by the line manager following consultation with the post holder.
  
  

Essential Skills

Qualifications, knowledge and experience

• Skill level equivalent to achievement of NVQ2, GCSE or City and Guilds.
• Previous work experience within an administrative or secretarial support role.
• Able to demonstrate a sufficient knowledge of work systems, equipment processes and standard IT packages.
• Able to demonstrate a good knowledge of the role and its context.
• Able to produce clear, accurate and concise written documentation.
• Experience of analysing data and presenting summary information clearly.
  
  

Planning and organising

• Able to effectively organise allocated work activities and assist in the effective organisation of non-standard tasks and events.
• Able to work well with minimum supervision.
  
  

Problem Solving and Initiative

• Able to independently solve a range of problems by responding to varying circumstances, whilst working within standard procedures
  
  

Management and Teamwork

• Able to contribute to team efficiency through sharing information and constructively supporting others.
• Able to ensure any staff managed or supervised are focuses on allocated tasks and aware of service standards.
• Able to effectively allocate work and check the work of others ensuring required service standards and deadlines are met.
• Able to adapt well to change and service improvements.
  
  

Communicating and Influencing

• Able to seek and clarify detail.
• Experience of providing advice on administrative procedures to colleagues and external customers.
• Able to demonstrate own duties to other colleagues as required.
  
  

Desirable Skills

• RSA II word-processing, or equivalent level of skill or qualification.
• Experience of monitoring a small scale budget (e.g. stationery)
• Previous supervisory experience
• This role could be based at either the Avenue Campus, Southampton OR the Winchester School of Art
  
  

Working Hours: 36 hours per week (Full time) - There will be an option to work a minimum of 3 days in the office and the remaining 2 days from home.