Strategy Management Office Assistant

Aberystwyth University; Aberystwyth; Hybrid; GBP 23,000 - 29,000; Full time

Benefits offered by this job

Flexible working policy

Hybrid Working

36.5 hour week

Generous leave entitlements

Professional Development

Job summary

Aberystwyth University is seeking an SMO Assistant to provide administrative support to the Strategy Management Office and Strategic Planning team. You will help track activities, coordinate meetings, and prepare reports to enable informed decision making.

The role emphasizes excellent customer service, data handling and Welsh language skills, with hybrid working and opportunities for professional development.

Qualifications

• Proven experience in an administrative or office support role.
• Educated to Level 5 (HND or equivalent).
• Excellent written and verbal communication skills.
• Numerate with good analytical skills and experience of working with data.
• Proven skills in searching for, summarising and presenting evidence.
• Well-developed Microsoft Office skills including Word, Excel, Outlook and PowerPoint.
• Ability to work on several projects simultaneously and deliver to agreed time and quality.
• Self-motivated with demonstrable ability to operate flexibly.
• Excellent interpersonal skills with the ability to build effective relationships with internal and external stakeholders, while exercising diplomacy and discretion when handling confidential matters.
• Required Welsh Language Level: Oral and Written Welsh Level B2/B1 with an ongoing commitment to learn to Level B2.

Responsibilities

• Providing excellent customer service and being the first point of contact for queries from internal and external stakeholders.
• Provide administrative support to the SMO team and the wider Strategic Planning team, including documentation, scheduling and coordination.
• Prepare reports, maintain project data and support the provision of analysis for informed decision making.
• Coordinate and service meetings as required by the Strategy Portfolio Manager: scheduling, preparing, circulating agendas and papers, taking notes and assisting with tracking actions.
• Maintain accurate electronic records.
• Supporting the team in managing operational workflows and project timelines.
• Working in partnership with both internal and external stakeholders to support the operational delivery of our programmes and projects.
• Support the SMO team to coordinate project activities, to ensure projects are delivered to time, cost and quality.
• To assist in planning events such as workshops, networking and internal and external stakeholder engagement activities to update progress.
• To assist in preparing programme and project materials suitable for internal and external stakeholders.
• Comply with Data Protection Act 2018 and GDPR requirements in all working practices maintaining confidentiality.

Skills

Administrative experience

Welsh language

Communication skills

Analytical thinking

Data handling

Education

Level 5 qualification (HND or equivalent)

Tools

Word

Excel

Outlook

PowerPoint

Job description

The Role

The purpose of the Strategy Management Office (SMO) is to ensure that the University’s strategy is delivered efficiently, and priorities are achieved. As SMO Assistant you will provide administrative support to a small team tasked with facilitating the transformation of the University strategy and underlying plans into efficient execution plans throughout the organisation. The SMO function will ensure that the strategy remains agile and tactical changes can be made quickly and efficiently. This team will be at the forefront of delivering the University’s Strategy working on complex projects than span academic departments and professional services. Reporting to the Strategy Portfolio Manager you’ll help track and monitor all activities identified within the University plans and related projects through the strategic planning round process.

To make an informal enquiry, please contact Debbie Prysor at [e-mail].

Appointments are normally made within 4 - 8 weeks of the closing date.

What you’ll do

1. Providing excellent customer service and being the first point of contact for queries from internal and external stakeholders.
2. Provide administrative support to the SMO team and the wider Strategic Planning team, including documentation, scheduling and coordination.
3. Prepare reports, maintain project data and support the provision of analysis for informed decision making.
4. Coordinate and service meetings as required by the Strategy Portfolio Manager: scheduling, preparing, circulating agendas and papers, taking notes and assisting with tracking actions.
5. Maintain accurate electronic records.
6. Supporting the team in managing operational workflows and project timelines.
7. Working in partnership with both internal and external stakeholders to support the operational delivery of our programmes and projects.
8. Support the SMO team to coordinate project activities, to ensure projects are delivered to time, cost and quality.
9. To assist in planning events such as workshops, networking and internal and external stakeholder engagement activities.
10. To be responsible for updating relevant internal webpages aimed at updating stakeholders on project progress.
11. To assist in preparing programme and project materials suitable for internal and external stakeholders.
12. Comply with Data Protection Act 2018 and GDPR requirements in all working practices maintaining confidentiality, integrity, availability, accuracy, currency and security of information as appropriate. Take personal responsibility for all personal data within own working environment

Additional Responsibilities

• Undertake other duties as assigned by your line manager, commensurate with the role's grade.
• To be a flexible member of the team, supporting colleagues at peak times of workload and pressure including attendance at university events e.g. open days, graduation which may include weekend work.
• Promote equality of opportunity, and to support and uphold the University's commitment to diversity and inclusion in all aspects of your work.
• To support the university strategy and underlining plans, engage in continuous personal and professional development in line with the demands of the role, including undertaking relevant training and development activities to develop yourself and support the development of others.
• Fulfil health and safety responsibilities appropriate to the role, while actively promoting the personal health, safety, and wellbeing of staff and students as a member of the Aberystwyth community. Additionally, support the University’s commitment to environmental sustainability through responsible practices and engagement.

The above does not represent an exhaustive list of duties associated with this role.

Who you are – Qualifications, Experience, Knowledge and Skills required

Essential

1. Proven experience in an administrative or office support role.
2. Educated to Level 5 (HND or equivalent) qualification.
3. Excellent written and verbal communication skills.
4. Numerate with good analytical skills and experience of working with data.
5. Proven skills in searching for, summarising and presenting evidence, e.g. policy, guidance, key literature.
6. Well-developed Microsoft Office skills including experience of using Word, Excel, Outlook and PowerPoint.
7. Ability to work on several projects simultaneously and deliver to agreed time and quality.
8. Self-motivated with demonstrable ability to operate flexibly.
9. Excellent interpersonal skills with the ability to build effective relationships with internal and external stakeholders, while exercising diplomacy and discretion when handling confidential matters.
10. Committed to service improvement and innovation.
11. Required Welsh Language Level: Oral (spoken) and Written Welsh Level B2 or B1 with an ongoing commitment to learn to Level B2.*

Desirable

1. Evidence of continued professional development related to the role.
2. Knowledge of project management methodologies.
3. Experience of working as part of a multi-disciplinary project team.
4. Effective decision-making ability when prioritising and organising
5. Oral (spoken) and Written Welsh Level C1.*

*More information on Welsh Language Levels can be found at:

How to apply

To promote a flexible workforce, the University will consider applications from individuals seeking full time, part time, job share, or term time only working arrangements.

Applications for this role must be made through jobs.aber.ac.uk. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.

Benefits

• Flexible working policy
• Hybrid Working
• 36.5 – hour week for full-time roles
• Generous leave entitlements – 27 days annual leave plus bank holidays and university closed days
• Commitment to Professional Development
• Enhanced contribution to our workplace pension schemes
• Staff recognition and reward schemes
• Opportunity to learn the Welsh language for free
• Staff relocation bursary
• Maternity, Paternity, Parental and Adoption Leave
• Staff discount for gym facilities, hospitality, and retail on campus.

Please keep reading

Aberystwyth University generally supports hybrid working, allowing a mix of office-based and remote working for suitable roles to enhance flexibility and productivity. Job descriptions typically detail a primary work location alongside opportunities for flexible, remote, or home-based work, subject to service needs and manager approval.

We welcome applicants from all backgrounds and communities and, those that are currently underrepresented in our workforce. This includes but is not limited to Black, Asian and Minority Ethnic candidates, candidates with disabilities, and female candidates.

We are a Bilingual Institution which complies with the Welsh Language Standards and is committed to Equal Opportunities. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.

Employment Visa

Under the UK Government’s points-based system scheme, this role does not meet the criteria to be sponsored by Aberystwyth University (AU) for a Skilled Worker Route (SWR) application.