Department Secretary

Reference
1118310

Branch
University of Warwick

Start date
06/10/2026

Duration
3 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

To provide high level administrative and project support to the Head of Department and Senior Management Team to help ensure the effective running of the department.

Duties and responsibilities

1.Executive Support

• Provide high-level administrative support to all staff, to the Head of Department and Head of Administration, handling issues with the appropriate degree of discretion.
• Provide PA support to senior members of staff, and to the Head of Department including calendar management, email management, meeting organisation.
• Advise the Head of Department as required, on impending deadlines for both internal and external commitments and provide support for these.
• Provide the first point of contact for communication both internal and external to the University. As Communications Champion, receive information from the University and disseminate to all staff as appropriate.

2. Departmental Governance

• Act as secretary to several departmental committees including scheduling meetings, preparing and collating agendas, minute taking, coordinating and collating additional papers, monitoring the completion of actions from the Committees etc.
• Oversee and maintain the Committees section of the staff intranet ensuring necessary documentation is uploaded in a timely manner.
• Responsible for the organisation and co-ordination of department events including staff away day and social events
• Maintenance of staff contact details, maintain the department’s calendar of meetings, the diaries of the Head of Department, and where appropriate communicating this availability.
• Oversee the return of keys etc. when staff leave their employment from the department. Ensure offices signs etc. are removed and distribution lists are updated.

3. HR Operations

• Monitoring and reporting notifiable absences to the Head of Administration regarding visa conditions
• Assist the Head of Department with the department annual review process (PDR)
• Producing and issuing employment status and visa request letters, as requested by academic staff
• Maintain training records across the department, with a particular focus on mandatory completion and refresher training.

4. Departmental Infrastructure/Facilities

• Support the Head of Administration in the management of the department’s physical space, making recommendations on space allocation and other logistics, liaising with suppliers and service providers on facilities issues, and managing the security processes for the department in issuing of office keys, maintaining locks and codes, and monitoring the use and location of master keys etc. Identification of ’furniture requirements, liaising with the Furniture Team to order furniture; ensuring any furniture to be disposed of is done in accordance with the University’s waste management policy. Ensuring that clear and appropriate signage is in place around the building, including Health & Safety and First Aid information.
• Assist the Head of Administration in identifying any minor work required in the department.

To work as directed by the Head of Department and Head of Administration and to undertake other duties commensurate with the level and scope of the role.

Skills and experience

Confident communicator with strong interpersonal skills, including the ability to build relationships with senior colleagues in a sensitive, professional manner and to work effectively across teams and with a variety of stakeholders both internal and external.

Demonstrable ability to work independently, to be proactive, use initiative and to apply knowledge flexibly in a range of situations.

Ability to manage highly confidential and sensitive matters with discretion and tact.

Excellent organisational skills, with the ability to balance competing priorities, working quickly and accurately under pressure to meet tight deadlines.

Excellent working knowledge of MS Office, including Word, Excel, PowerPoint, Teams and Outlook (email and electronic diary management), website management and the ability to use a database. Ability to manage projects effectively, keeping tasks on track and maintaining focus on deliverables whilst managing stakeholders and their expectations.

High level of accuracy and attention to detail with excellent written English.

Location
On Campus

Additional information
Advert closes on 08/10/2026

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