Department Secretary

Reference
1118310

Branch
University of Warwick

Start date
01/10/2026

Duration
2 Months

Hours and days
1 October to 31 December 2026 (may be extended tbc)

Dress code
Not Applicable

Rate of pay
£14.07

Holiday rate
£1.70

Role

You will provide a high standard of administrative support to the Department of Statistics, whilst providing comprehensive personal assistance to the Head of Department as required.

Duties and responsibilities

1. Provision of efficient personal assistance and administrative support to the head of department and other faculty staff by:

• Acting as the point of liaison for communications, some of which may be highly sensitive and confidential in nature; making decisions on a daily basis as to which matters to refer to the Head of Department or other members of the Department; maintaining records of actions required and proactively following these up to ensure deadlines are met.
• Managing diaries, organising meetings and prioritising appointments.
• Liaising with the offices of senior members of the University, including the Vice-Chancellor's Office, the Deputy Vice-Chancellor's Office, the Registrar's Office and the Office of the Faculty Chair, on behalf of the Head of Department.

2. Support the effective running of the department on specific ad-hoc projects which may cover the broad spectrum of departmental activities:

• Arranging and servicing the Departmental Council Meeting and other committees and working groups associated with the operation of the Department.
• Planning and coordinating events hosted by the Department, including department receptions, away days and workshops.
• Creating and maintaining the Department's calendar of meetings and contact lists, and contributing to sections of the Department's website.
• Dealing with staff enquiries.
• Dealing with requests and managing room bookings.

3. Assist the head of department and head of administration with the management of the department's physical space by:

• Liaising with suppliers and service providers on facilities issues.
• Managing the security and access processes for the Department, including issuing access cards and office keys, and managing the use and location of master keys.
• Overseeing the Department's furniture requirements, liaising with the Estates Purchasing Office and ensuring that furniture is disposed of in accordance with the University's waste management policy.

4. Contribute to the efficient and effective operation of the departmental administration office by:

• Allocating office keys.
• Maintaining filing systems.
• Ordering and monitoring stationery.
• Providing reciprocal support to other areas of the Department's administration activities.

5. Other duties:

• Duties may be changed from time to time as determined by the Head of Department or the Head of Administration to respond to the strategic imperatives of the University and the Department, appropriate to the grade of the post.

Skills and experience

• Substantial experience working as a secretary and/or personal assistant
• Excellent written and verbal communication skills with the ability to communicate in a calm, professional and sensitive manner at all times with people at all levels
• Excellent organisational skills with the ability to manage and prioritise own workload and take direction from more than one person
• Excellent administrative, clerical and IT skills, particularly use of Microsoft Word, Excel, Outlook and other University systems such as Opera, Concur and Sitebuilder
• The ability to use initiative and to work quickly and accurately under pressure and to balance competing priorities
• Ability to work with discretion on confidential matter. 
• The capacity and willingness to master new skills, such as IT packages, and to assimilate new areas of knowledge rapid
• Ability to work flexibly to meet the needs of the Department and the University

Location
On Campus

Additional information
Advert closes on 23/10/2026 

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