Details
1114281
University of Warwick
13/07/2026
Other - See Job
21.9 hours per week (0.6 FTE)
Smart Casual
Pay
£14.07
£1.70
Description
Role
To provide effective administrative support to the School of Creative Arts, Performance and Visual Cultures
Duties and responsibilities
- To organise the annual departmental meeting schedule and associated room bookings/Microsoft Teams invitations, acting as Secretary (including minute taking) to the departmental committees and other adhoc meetings and events to be determined by the Head of Department and Senior Department Administrator;
- To support staff in the organisation of Open Days, Welcome Week, Christmas lunches, external examiners’ events, student social events for current and potential students and associated bookings of venues. Planning and co-ordinating conferences, workshops and meetings;
- To be responsible for the purchase of provisions (such as tea, coffee, biscuits, savoury snacks) from on campus outlets for internal research and teaching events. To set up and clear away these refreshments/provisions following best practice H&S food preparation guidelines;
- To support the Senior Executive Assistant in arranging travel bookings on behalf of academic staff, acting as a point of contact for the University approved suppliers. Provide advice and information to academics and researchers on related University and Department processes and procedures;
- To manage the departmental ad-hoc room booking process for the specialist spaces, liaising with bookers and the Technical Supervisor regarding any specific equipment and technical support requirements;
- To support the management of the office and teaching spaces by ensuring that adequate stock of key resources is available. e.g. paper / stationary, manage the ordering of IT equipment for the department;
- To support the Senior Executive Assistant in completing the procurement process on SAP and supporting the efficient processing of staff and visitor expenses claims.
- To update Department webpages as required, maintaining the departmental website newsfeed and producing the weekly departmental newsletter;
- To act as first point of contact for the department to internal and external visitors;
- To undertake such specific projects and duties as may reasonably be required by the Senior Administrative team and Heads of Department;
- Any other additional clerical duties associated with a busy department including providing support as part of the existing Professional Services team, covering for absences;
Skills and experience
- Relevant experience of working in an office environment, preferably within the HE sector
- Excellent communication skills, both written and verbal
- Excellent interpersonal skills, including the ability to build relationships, respect confidentiality and an ability to deal with staff and students in a sensitive, professional manner
- Strong organisational and planning skills, and the ability to use initiative and to work quickly and accurately under pressure to cope with competing priorities
- Excellent IT skills, including MS Office and website content management, and the ability to learn new software packages
- An ability to work independently and as a member of a team, collaboratively and effectively with academic and administrative colleagues, and with colleagues outside the University to promote collegiality
Desirable Skills
- Experience of arranging events (desirable)
- Experience of updating websites using Sitebuilder (desirable)
Location
Combination of working at home and on main campus.
Additional information
- Start and end date: Start ASAP until 30 August but may be extended for a few more weeks
- Deadline to apply: Monday 29 June 26.
Please provide a CV and cover letter with your application.
Please note upon applying for this role you are consenting to your contact details being shared directly with the hiring manager.
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