The Skills Operations Assistant role in the Library, Archives and Learning Services involves administrative tasks to support the effective operation of Learning Services, including managing contracts, scheduling workshops, and responding to inquiries. The position requires strong organizational skills, proficiency in digital technologies, and the ability to work collaboratively. The role is part-time with a salary range of £28,081 - £31,387 per year, and candidates must have relevant qualifications and experience.
The Skills Operations Assistant role in the Library, Archives and Learning Services involves administrative tasks to support the effective operation of Learning Services, including managing contracts, scheduling workshops, and responding to inquiries. The position requires strong organizational skills, proficiency in digital technologies, and the ability to work collaboratively. The role is part-time with a salary range of £28,081 - £31,387 per year, and candidates must have relevant qualifications and experience.
The Skills Operations Assistant role in the Library, Archives and Learning Services involves administrative tasks to support the effective operation of Learning Services, including managing contracts, scheduling workshops, and responding to inquiries. The position requires strong organizational skills, proficiency in digital technologies, and the ability to work collaboratively. The role is part-time with a salary range of £28,081 - £31,387 per year, and candidates must have relevant qualifications and experience.
The Skills Operations Assistant role in the Library, Archives and Learning Services involves administrative tasks to support the effective operation of Learning Services, including managing contracts, scheduling workshops, and responding to inquiries. The position requires strong organizational skills, proficiency in digital technologies, and the ability to work collaboratively. The role is part-time with a salary range of £28,081 - £31,387 per year, and candidates must have relevant qualifications and experience.
Department: Library, Archives and Learning Services
Hours of work: Part time (0.5 FTE, 18.5 hours per week)
Contract type: Open contract
Salary: £28,081 - £31,387 per year (reduced pro rata for part time working)
Grade: 4 Ref: 9104
Main purpose of the role To assist with regular administrative tasks that contribute to the effective and efficient operation of LALS Learning Services. This includes: monitoring and maintaining GTA contracts and payment trackers; entering skills workshops and appointments into booking and communication systems; ensuring communications schedules are met; and responding to / triaging Learning Services related email enquiries. The work requires effectiveness, efficiency and a degree of autonomy and personal responsibility.
Key responsibilities (Role holders will be required to undertake some or all of the duties below) 1. Role Specific Responsibilities ● supporting the appointment processes, workload tracking and payment procedures for Graduate Teaching Assistants in accordance with relevant policy; ● recording the schedule and timetabling of academic, digital and other skills workshops and appointments in the required booking system as part of the semester planning process; ● adjusting booking system information as needed in response to service needs. ● responding to and triaging email enquires from students and staff related to LALS workshops and appointments; ● ensuring the communications plan for academic, digital and other skills is maintained and followed by collating necessary messages from colleagues and disseminating them according to the schedule; ● maintaining the academic, digital and other skills webpages in conjunction with LLAW colleagues; ● maintaining database and spreadsheet systems to detailed specifications and handling student data in accordance with University policy; ● reviewing academic, digital and other skills procedures and systems to ensure that they are fit for purpose and maximise efficiency; making best use of technology wherever possible. ● maintaining operations manual / set of digital guidance resources to maintain service during absence and allow for a smooth transfer of workload for new staff.
2. University of York Responsibilities for Grade 4
Service and Operational Delivery
● Use initiative to resolve queries that generally have a readily available answer by reference to policy, past experience and/or where some discretion can be applied. ● Share knowledge with colleagues and others to enable effective service or operational delivery. ● Proactively anticipate, explore and respond to customer needs and, when appropriate, propose solutions to resolve service or operational issues. ● Provide guidance and advice to resolve problems and queries for a broad range of customers. ● Make effective use of digital solutions to carry out operational activity and highlight opportunities for further efficiencies. ● Provide effective administrative support to the wider department as required. This may include the coordination of diaries, arranging and servicing meetings, filtering enquiries, drafting and preparation of documentation and organisation of travel and events. Continuous Improvement ● Contribute to the ongoing improvement, development and implementation of University processes and systems. ● Advise others and make recommendations into work processes and procedures for consideration by senior management to improve services. ● Proactively identify opportunities for building new personal knowledge and skills. Specialist Contribution ● Act as a more knowledgeable team member to resolve non-standard or complex queries or advise when to escalate. ● Record data and information accurately ● Analyse, manipulate and interpret information/data and use it to produce reports for distribution to key stakeholders in the process or service. ● Carry out basic analysis and research to inform decision making. Collaboration and Communication ● Work collaboratively, proactively and flexibly with team members to ensure the smooth running of service and operational delivery. ● Collaborate with team members to anticipate and implement service improvements or alterations. ● Proactively and reactively liaise with contacts and participate in networks and communities internally and possibly externally, contributing to effective collaborative working. ● Act as a supportive and encouraging member of a team, including contributing to the training and induction of colleagues or new staff. Governance and Oversight ● Apply knowledge of procedures and policy to processes; check and reconcile anomalies within data and information. ● Monitor and evaluate service delivery to ensure compliance with regulatory and professional procedures and standards. ● Monitor data accuracy checks to identify anomalies and ensure the integrity of data and information. Planning and Organisation ● Plan and organise own workload, including possible project delivery. ● Organise and schedule resources, activities and events. ● Identify priorities and monitor processes and activities to ensure success. Health and Safety ● All staff have a statutory responsibility to take reasonable care of themselves, others, and the environment and to prevent harm by their acts or omissions. All staff are therefore required to adhere to the University’s Health, Safety & Emergency Procedures.
The above list of duties is not exhaustive and is subject to change. The post holder may be required to undertake other duties within the scope and grading of the post. Person specification
Essential / Desirable
Role Specific
Excellent planning, organisational and time management skills Essential
Ability to respond to change and the unexpected Essential
Ability to manage a programme of work effectively and efficiently and to make appropriate Essential judgements on issues to resolve directly or be referred to colleagues
Experience in working with budget systems, booking systems and management databases and Essential spreadsheets
University of York Person Specification for Grade 4
Qualifications:
Level 2 qualification including Maths and English. (Qualifications at this level include five Essential GCSEs at grade A*-C/ grade 4-9. Please view the full list.) We also welcome applicants with equivalent non-UK qualifications or equivalent professional experience.
Skills - demonstrates the ability to:
Accurately record, analyse, interpret and report information/data Essential
Use digital technologies including Google applications and/or Microsoft Office Essential
Communicate effectively in verbal and written formats Essential
Organise activities and resources Essential
Behaviours:
Works collaboratively with others Essential
Delivers a quality service Essential
Develops self and others Essential
Actively champions respect, inclusivity, equality and diversity Essential
Identifies and implements continuous improvement Essential
