Qualification & Responsibility

CENTRE FOR ACADEMIC AFFAIRS

Departmental Secretary

CAA provides professional services and academic administrative support to academic departments and schools and comprises the Professional Services Team of departmental secretaries and cluster administrators who are located in academic departments, the central Registry, the Research and Graduate Studies Office, the Programme Management and Quality Team, the Academic Events Management Team and the Academic Enhancement Centre. The International Student Recruitment and Support team also work within Academic Affairs. These teams, in partnership with other central professional services teams across the University provide an integrated service platform for the University’s core functions, namely learning and teaching, research and collaboration with the wider region and the world.

Role overview

The role of the Departmental secretary is to provide administrative service to the Head of Department. On a daily basis, the role holder reports to the Head of Department, but under a system of matrix management, Departmental secretaries are line managed under the Centre for Academic Affairs (CAA), under the co-ordination by the Professional Services Manager in CAA.

The role-holder will be expected to support the Head of Department, and academic staff in the academic-related activities of the Department. The role-holder will need to build strong working relationship with other functions across department and university, such as Registry, Project Management and Quality Assurance, Human Resource Department, Finance Department, Management Information Technology and System Office, and will be expected to proactively contribute to different kinds of events at university/cluster/department level, including the University graduation ceremonies, student programme choice, and other academic events. The role-holder will be expected to provide front-line services to students and visitors.

The successful candidate will need to demonstrate a positive attitude, a high level of reliability and professionalism, strong communication and organizational skills, and must be willing to work flexibly.

Responsibilities

• Support for Departmental administrative operations, events and projects as appropriate.

• Meeting organization and support, such as agenda creation, document preparation, minute-taking, action follow-up.

• Support for the examination and assessment processes, in conjunction with staff in the Registry, throughout the academic year, including exam papers collection, moderation coordination and documents production, exam paper archive.

• Support for academic quality assurance process, such as the programme and module approval process, professional accreditation, Annual Programme Review, and Internal Periodical Review.

• Support for research-related activities as appropriate.

• Help with Department budget preparation, and monitor on departmental budgetary spending, and arrange for departmental procurement.

• Update and maintenance of departmental publications, including departmental webpage, shared folder, and Alumni webpage.

• Logistics support to staff, such as pay slips delivery, general enquiries, attendance recording.

• Signposting and referrals services for staff, students and visitors.

• Provide back up to other departmental secretary

• PA to Head of Department

Person specification

Essential Desirable

Experience • Experience of working in an office environment covering a range of administrative tasks

• Experience of using the Microsoft Office suite in a workplace • Experience of working in HE context, preferably in an international environment

Education, qualifications and training • Bachelor's degree plus 3 years working

experience • Postgraduate qualification plus 3 years working experience

General and specialist knowledge • Awareness of cultural diversity within an international environment • Knowledge of UK higher education system

Skills • Excellent written and oral communication skills in both English and Chinese

• Excellent organizational skill

• Excellent interpersonal skills

• Attention to details
  

• Ability to work with a group of people
  

• Ability to prioritize a variety of tasks and meet deadlines

• Excellent IT skills , including word, excel, ppt • Ability to suggest ways of optimizing procedures

Personal attributes • Excellent team player

• Customer and service-focused

• Proactive and positive approach

• Resilience to work pressure
  

• Be adaptable and open to change to meet the changing needs of the business

• Dependable, reliable and trustworthy

• Ability to deal with confidential matters and act with discretion
  

This is a full-time role and the working hours will be Monday to Friday, 9:00am to 5:00pm, with an hour for lunch. On some occasions, we expect the role-holder to work flexibly on unsociable hours.

The job description is neither exhaustive nor prescriptive but will develop, in consultation with the role-holder, as circumstances change.

Please be kindly advised that a photo on your CV is very helpful for interviewers to recall your performance during the interview, especially when there is a series of interviews with different candidates going on in a certain time period.

How to apply

To apply for the position, please visit the following website and apply online before the closing date: http://job.xjtlu.edu.cn/. You need to register and then login to complete each part of the application process, including Basic Information, Cover Letter, Job Title and Reference and Equal Opportunities Form. Remember to attach your CV when completing the Basic Information form, and the covering letter (in English) should outline your interest in the post and explain how you meet the criteria.

上班地址：苏州工业园区独墅湖高等教育区仁爱路111号

西交利物浦大学坐落在素有“人间天堂”之称的苏州，这座文化名城至今仍坐落在春秋战国期间的原址上。仍然保持着“水陆平行，河街相邻”的双棋盘格局和粉墙黛瓦、小桥流水的古朴风貌。古城数千年的历史，给后人留下了大量的珍贵文化遗产，其中又以园林为著称，拙政园、留园、网师园等九处名胜古迹被列为世界文化遗产。今天的苏州不仅保留了它悠久文化传统，同时又是一个与时俱进的、对世界开放的现代化城市。近年来它的国民经济总产值以将近15%年增长率快速发展。苏州的GDP仅次于上海、北京和广州。
西交利物浦大学是苏州进一步对外开放和教育全球化的产物。苏州及周边地区经济的高速发展吸引了两所世界名校——中国西安交通大学和英国利物浦大学。它们作为母校在苏州工业园区独墅湖高教区合作创办一所以理、工、管起步的国际型大学。这也是国内一所由教育部批准中外“强强”合作的大学。它的愿景是研究导向、独具特色、世界认可的中国大学和中国土地上的国际大学。它旨在培养具有国际视野和竞争力的高级技术和管理人才；积极为经济和社会发展提供科技和管理服务；在人类面临严重生存挑战的领域有特色地开展研究；探索高等教育新模式，影响中国甚至世界的教育发展。
西交利物浦大学建校于中国—新加坡苏州工业园区，这所学校将在悠久浓郁的文化传统与世界罕有的高速经济发展并存共生的美好环境中成长。
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