Job reference: Administrative Assistant – temp
Salary/ grade: 3
Faculty/Organisation: Humanities
Division: Professional Services
Hours Per Week: 35 hours
Contract Duration: 2 months (this may be extended)
School / Directorate: School of Social Sciences

Summary of the role:

• Answering telephone in a sensitive manner (callers are likely to be stressed/upset as they are in need of legal advice).
• Welcoming visitors to the Justice Hub
• Data entry (accuracy and working in a methodical, organised manner is critical).
• Sending and replying to emails – for example clients who are awaiting legal advice; emails to clients, volunteer lawyers, academics and student volunteers to assist with organisation of appointments.
• Team working is essential.
• Working hours are 9am-5pm Monday to Friday (1 hour between 12-2 pm to fit with other members of the team).
• Based on University of Manchester campus full-time. No hybrid working.

Key Responsibilities, Accountabilities or Duties

• Provide administrative support for key office activities, to support the needs of the business, as directed by Justice Hub PS Administrative Coordinator.
• Act as the first point of contact and provide information, advice and guidance on routine matters, knowing when to escalate to others as appropriate. This includes answering queries via telephone and email and triaging referrals to assess the suitability for pro bono advice and referral to the appropriate service available or signposting to alternative providers.
• Generate bespoke correspondence, record replies and maintenance of accurate records as required, including monitoring the progress of Justice Hub projects
• Assist in the production, amendments to and maintenance of documentation and data to support local processes and reporting mechanisms
• Place financial orders for the procurement of goods and services in accordance with financial regulations and procedures
• Organise room bookings and catering requirements and provide support for meetings as required
• Assistance with coordinating and developing the social and mainstream media channels for projects.
• General clerical duties, including maintaining security of documents, word-processing, database management and maintenance, photocopying, filing.
• Act in accordance with and promote university policies, procedures and requirements at all times – in particular those relating to health and safety; equality, diversity and inclusion; and information governance
• A commitment to equality, diversity and inclusion
• Undertake other such duties as determined by the Justice Hub PS Administrative Co-ordinator, commensurate with the grade of the post.

Essential Knowledge, Skills and Experience

This position is mostly campus-based. When possible there may be
opportunities to undertake hybrid working. When assisting with MFLH drop-in
clinics the successful applicant will be based at our office at the Manchester
Civil Justice Centre. This position will require lone working, according to
established University lone working procedures, and so the successful
applicant must be confident and comfortable in a lone working environment.

The successful post holder will be able to provide evidence of the following:

• Experience of working with administrative processes, while maintaining necessary confidentiality.
• Ability to work without close supervision, taking action and seeking advice as necessary from colleagues or line manager.
• Good oral and written communication skills with an ability to deal with a wide range of people.
• Flexible and responsive to customer needs and able to provide information and guidance, whilst maintaining confidentiality, particularly with sensitive information.
• Good organisational skills, and able to confidently prioritise work in a busy environment.
• Experience of working in a team environment with the ability to be flexible and provide support for colleagues.
• Good numeracy skills, attention to detail and the ability to identify and resolve issues effectively.
• Digital literacy, with a familiarity with standard IT packages and social media and a willingness to learn new software packages.
• A commitment to the University’s core values and to the provision of the best possible support to our students, staff and customers.

Desirable Knowledge, Skills and Experience

• Some experience of working or volunteering in an advice setting.

The Recruitment Co. is an equal opportunities employer and we’re committed to diversity and inclusion in the workplace.