JOB PURPOSE

This new role within the Warwick Institute of Engagement is being created to enhance the high quality administrative and communications support within the Institute. Together with the Institute Administrator, the role will act as the first point of contact for enquiries. They will enable effective administration of the Institute’s funds and grants schemes, furthering the opportunity for Warwick Staff and Students to engage with the public and wider world. They will enable the running of the WIE Fellowship and Learning Circles through effective record keeping and communications. They will also enable staff and students to access our training and take part in our events programme, supporting our Engagement Officers to publicise these initiatives, handle queries as they arise and processing applications and raining records. They will also provide general secretarial and office support to enable the smooth running of the Institute. The post holder will ensure efficient processing of expenses and invoices to support the financial management of the Institute. Key to the role will be the provision of communication support through website updates and maintaining an active social media presence to ensure WIE keeps in touch with its members, stakeholders, and the general public.



DUTIES & RESPONSIBILITIES

Administrative Support

• Support the Institute Administrator in:

o Running the funding grants and awards schemes and the annual call to recruit WIE fellows. Issue communications across the university approved channels to publicise the opportunities, communicate necessary paperwork with the judging panels, collate applications and process in readiness for judging. Monitor and manage the returned scores, collate, and distribute scores for review, communicate with successful candidates, maintain an ongoing record of awarded projects and yearly reports.

o Supporting the administration of the WIE Fellowship by updating fellowship records, distribution lists, the WIE website and issuing communications where necessary.

o Arranging meetings, including confirming availability with internal and external stakeholders, diary management, booking venues, ordering catering, setting itineraries and on occasion, making travel arrangements

o Acting as secretary for meetings – notetaking, proof reading, distribution of notes and implementing policies, plans, schemes, and initiatives in partnership with the Institute Administrator

o Completing any paperwork as required by Institute Administrator relating to the Institute HR needs.

• Undertake general office duties including photocopying, filing, receiving, and distributing incoming post and taking responsibility for outgoing post, including making arrangements for the delivery of parcels and taking responsibility for maintaining office stationery and equipment supplies by ordering supplies using the University's standard purchasing procedures

• Assistance in planning, running, and attending WIE events. This will include sourcing and booking rooms, IT, and other facilities, ordering catering, liaising with delegates, issuing communications, etc.

• Writing up policies and procedures relating to WIE activities in partnership with relevant WIE staff and suggest and implement changes, where necessary, with a view to continual improvements in the efficiency and effectiveness of processes and enhancement of the running of the institute.

• Contributing to and supporting the development of new initiatives and activities to be undertaken by WIE designed to enhance its reputation within the university and beyond.
  

Communications

• Act as a main point of contact for enquiries about the Institute’s activities, responding to requests from students, academics, members of the public, applicants to funds and grants, institute fellows, visitors and staff in university departments; providing detailed information and taking follow-up action as necessary about all aspects of the running of WIE and delivering excellent quality customer service.

• Contribute to the effective communication between WIE and members through collating content for the institute newsletters, drafting communications and proof reading where required.

• Responsible for maintaining an active digital presence for WIE through the upkeep and updating of the Institute website. Sourcing, developing and regular posting of items and content on social media. This will enable us to generate interest and discussion, promote events and other WIE activities, generate applications to grants and funds, enhance community activity, represent the WIE responding to requests for information, clarifying issues and dealing with queries arising via the online community.

Finance

• Responsible for the day-to-day financial administration of the department including processing departmental expenditure, processing invoices, expenses, making purchases, updating the budget tracker and administering payments to freelancers in consultation with the Institute Administrator.