Administrative Coordinator

Warwick; Coventry; Hybrid; GBP 31,000 - 35,000; Full time

Benefits offered by this job

Pension scheme

Generous holiday allowance

Learning and development opportunities

Onsite childcare

Job summary

The University of Warwick is seeking an Administrative Coordinator for the School of Engineering, based on the Coventry campus. You will lead on a broad range of People related administration, from recruitment through to progression and leaving, guiding senior leaders and delivering complex processes with autonomy.

You will plan and evaluate the annual staff administration cycle, supporting cross-team collaboration and ensuring consistent approaches across the S&E hub.

Responsibilities

• Lead in a broad range of People related administration across the employee lifecycle: recruitment through to midlife processes (e.g. academic progression, staff reward and performance schemes)
• Guide and advise colleagues, including senior leaders, to enable effective delivery of administration
• Plan, implement and evaluate the annual cycle of staff administration support, including project based work
• Support other professional services staff teams within the School during busy periods or to cover colleague absence
• Line manage and develop Administrative Assistant(s) supporting the team
• Contribute to the informal networks across the eight departments in the S&E hub to share best practice and drive consistent processes across the hub
• Take ownership to foster relationships, work autonomously, and provide a reliable presence on campus

Job description

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Hours: Full-time, 36.5 hours per week (1.0 FTE)

Full time Salary Range: £31,236 - £34,610 per annum

About the Role

Informal Queries

• For informal queries about the role, please contact Caroline Whitehouse (Operations Manager) at [e-mail].

Flexible Working

• We will consider applications for employment on a part-time or other flexible working basis (e.g. job share), despite the position being advertised as full-time.
• We welcome applications from candidates seeking a minimum of 29.2 hours per week (0.8 FTE).

The School of Engineering is seeking an additional Administrative Coordinator to join the Staff Administration Team. This is a newly created role, reflecting the team’s need to deliver increasingly complex, cross functional work across the School.

You will be leading on a broad range of People related administration across the employee lifecycle: from recruitment through to midlife processes (e.g.: academic progression, staff reward and performance schemes) through to leaving. You will be expected to become an expert in these cycles; navigating the University’s processes and policies to effectively deliver People related administration, plus guide and advise colleagues, including senior leaders, to enable them to do the same.

Alongside recruitment activity, you will be sharing in the planning, implementation and evaluation of the annual cycle of staff administration support. This includes work that has a more project based element (e.g.: Graduate Teaching, Workload Model). We would also look to you to support other professional services staff teams within the School at busy times or to cover colleague absence.

Much of the team’s work is shaped by the needs of senior managers, Academics and the School’s Executive Team. You’ll need to alleviate their pressure by working autonomously, using your knowledge, influence and confidence to guide them, anticipate requirements and make appropriate decisions. You won’t be unsupported though; this role is managed by the Operations Manager, works closely alongside another Administrative Coordinator, and is assisted by an Administrative Assistant(s) who’ll you line manage and develop.

The role also offers the chance to contribute beyond the immediate team. You’ll help build and contribute to informal networks of colleagues in similar roles in the eight departments that form the Science and Engineering (S&E) hub. These networks are being established to share good practice (including with colleagues from central professional service areas, e.g. People), with the aim of developing more consistent approaches and processes across departments in the S&E hub. Your contribution to supporting and championing this approach, and offering support to other departments in the S&E hub on an occasional basis, will be key to its development and success.

With distinct areas of ownership, and a wide remit, this is an impactful role that offers a great opportunity to take your first step into line management, and have a taste of project based work.

For details on the experience and skills required, please refer to the job description (link here).

About You

You will bring experience from a busy, customer-focused environment and be ready to take the next step into a role with greater ownership, independence and variety. This is not a micromanaged, processing paperwork from behind a desk role: you’ll need to be visible in the School, build relationships, understand our customers’ needs and requirements, and take ownership to deliver a responsive and high-quality service.

That’s why interpersonal strengths are just as important as your administrative experience. We are looking for someone who is proactive, positive and confident, with excellent communication skills to influence, support and guide others diplomatically yet effectively. As the role is closely connected to the daily life of the School, you will need to work on campus for at least 60% of the working week, including every Wednesday, to provide a reliable presence from our office, which is open daily.

Whilst we need you to be independent, self-motivated and resourceful, the ability to get on with others – colleagues, customers and stakeholders – is important as you will be a part of a supportive and collaborative team. You will play a significant role in the forming and development of an updated Staff Admin team, helping us strengthen how the team supports the wider School. You may also have opportunities to contribute across other professional services areas within the School and the wider S&E hub. You must have a collegiate attitude and approach, proactively seek ways to foster, build and nurture relationships, and be willing to contribute to not only the success of your immediate team but the wider School and University community.

About the Department

The School of Engineering is one of the leading unified engineering schools in the UK. This role is based in our Staff Administration Team on the University’s campus in Coventry. Our beautiful green campus, rich with wildlife, is close to bustling cities and outstanding transport infrastructure connecting us to major UK and international destinations.

We're home to award-winning research and teaching facilities, and to renowned entertainment and leisure venues such as the Warwick Arts Centre and the Sports and Wellness Hub that offer staff discounts and offers.

The School of Engineering is committed to the principles of the Athena SWAN Charter, which recognises work undertaken to address gender equality, representation and progression for all staff working in an academic environment. The School currently holds the Athena SWAN Gold award and the University holds an Institutional Silver award. Further information about the work of the School in relation to Athena SWAN can be found at the following link; Athena SWAN - School of Engineering - University of Warwick.

We will provide you with a great range of benefits, which include an attractive pension scheme, a generous holiday allowance plus Christmas closure, excellent learning and development opportunities, and savings on a wide range of products and services. We offer a generous maternity/paternity/adoption/parental leave policy, and onsite childcare facilities.

We recognise the importance of a healthy work/life balance and offer you access to flexible working, for more information.

Warwick is committedto building an organisation ofmutual respectanddignity, promoting awelcoming, diverse, and inclusive workingand learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to berecognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social, and cultural barriers that may otherwise prevent people from succeeding.

We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here .

The University currently holds aRace Equality Charter Bronze Award,Athena Swan Sliver Awardand aDisability Smart Bronze Award.Further information on all of the University's Awards and Accreditations can be found here . The University of Warwick is also one of the six founder institutions of the EUTOPIA European University Alliance .

Right to Work in the UK

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