Details
1097868
University of Warwick
06/07/2025
6 Months
Monday to Friday, 36.5hrs a week
Smart Casual
Pay
£13.88
£1.68
Description
Role
We are looking for a Group Coordinator to provide high quality clerical and administrative support for academics based in several Subject Groups within WBS. To do this effectively you will need excellent communication, organisational and team working skills. You will work as part of a team to coordinate and apply all administrative procedures and systems required to maintain the Group offices.
Duties and responsibilities
Group Administration
- To communicate professionally and effectively with internal staff and external partners to ensure successful interaction and outcomes.
- To manage the organisation and preparations for termly Group meetings and annual Group led Away Days.
- To order all office equipment and consumables including work closely with the WBS Solutions team for the purchase of non-standard IT requirements.
- To coordinate conference arrangements for all Group members including obtaining the necessary authorisations and requesting conference registration.
- To respond to internal and external queries as first point of contact for the Groups.
- To maintain and update the development of the Group websites.
- Support the integration of PhD students into the Groups.
Financial Procedures
- To advise and support academic group members on the use of University Financial Procedures and systems including OPeRA, Concur and the Research Allowance system.
Bought-in Teaching (including Teaching Associates)
- Organise payment to external providers (including PhD students) for teaching related and other activities ensuring the correct forms are completed and authorised
- To coordinate as directed by the Head of Groups / Group Administrator Requests to Engage forms for Group Bought in Teaching. Arrange and monitor payments of fees and related expenses.
- Monitor the Group BIT budgets discussing any anomalies with the Group Administrator
- To provide support and advice to the Heads of Group / Group Administrator with the on-going management of the Group teaching plans, including populating and maintaining relevant sections of the ABM and related module information on MIS, with direction from the Head of Groups.
- Contact PhD students regarding their availability for teaching in accordance with their scholarship, advising the Heads of Group or Module Leaders and then contacting the students to confirm their teaching commitments for the academic year.
Seminars
- Arrange meetings and seminars for the Groups and schedule dates to minimise clashes with associated teaching, research, and non-Group events, such as: programme/course team meetings; research seminars; major WBS meetings and teaching.
Skills and experience
- GCSE pass (or equivalent) in English and Mathematics
- Significant relevant general office administration experience
- Competence in the use of Microsoft Office
- Able to develop rapport with all levels of internal and external customers
- Excellent communication, organisational and time management skills
- Ability to use own initiative, solve problems and work independently
- Confidence and discretion when dealing with confidential matters
- Experience of working in a customer facing environment
Location
University of Warwick
Additional information
Closing Date: 23/06/25
Start Date: 06/07/25
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