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Undergraduate Office Administrative Assistant

Based at
University of York - Heslington Campus
Hours of work
Contract status
18,263 - 21,585 a year
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Role Description

An Administrative Assistant will join the Chemistry Undergraduate Student Experience Team (part of the wider Administration team) which incorporates the activities of the existing admissions team, undergraduate office and the examinations office.  These groups work under the direction of the Undergraduate Student Experience Manager with the objective of sharing best practice, improving efficiency and communication and improving the flexibility of team members to support each other in periods of high activity or staff absence and to ensure that particular expertise does not lie solely with just one individual. 

The Department of Chemistry is one of the largest and most successful academic departments at York. The Department was placed in the top ten UK universities for Research Power by the 2014 Research Excellence Framework exercise (REF).  As a Department we strive to provide a working environment which allows all staff and students to contribute fully, to flourish, and to excel. We are proud of our Athena SWAN Gold Award.


The primary role of the Undergraduate Office Administrative Assistant is to act as first point of contact and provide routine administrative support to ensure the smooth running of the Undergraduate and Exams Offices and provide back-up for departmental reception duties. The role involves:

Responding professionally to enquiries received on the telephone, in person or electronically in the Undergraduate and Exams Office.

Providing administrative support to departmental committee meetings

Inputting and extracting data and service-related information

Organising refreshments for DTC, SSF and Year 1 Revision Sessions and assisting with the Year 1 'Happening' event.

Assisting in the preparation & production of a wide range of Undergraduate office and Exams office documentation

Skills, Experience & Qualification needed

  • A general education to include 5 GCSE passes at Grade C or above, or an equivalent educational qualification, or relevant experience
  • Knowledge, understanding and experience of the routine practices and procedures used in a busy administrative office within a large complex organisation
  • Working knowledge of computer software such as Microsoft Word and Excel
  • Ability to make efficient and effective use of standard office computer systems including word-processing and spreadsheets, to contribute to the preparation and production of information, to input and extract data and prepare standard reports
  • Ability to effectively organise and prioritise own work and follow procedures, in order to produce work to a high standard, to required deadlines and to work independently
  • Experience of providing advice on administrative procedures to colleagues and external customers
  • Experience of working within a front line customer service
  • Experience of taking an active part in a team, helping colleagues as required, to ensure tasks are completed on time and to required standards
  • Respect Confidentiality

The post is offered on a full-time basis. Informal enquiries may be made to Katrina Sayer Tel: +44 (0) 1904 322545 or e-mail:

The Department of Chemistry values all employees for the qualities and skills they bring to the workplace and aims to be a diverse and egalitarian community in which all can thrive.

The University is committed to promoting a diverse and inclusive community  – a place where we can all be ourselves and succeed on merit. We offer a range of family friendly, inclusive employment policies, flexible working arrangements, staff engagement forums, campus facilities and services to support staff from different backgrounds.

Athena Swan Gold 

 A place where we can ALL be ourselves #EqualityatYork



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Why York?

York is one of the most successful universities in the UK.

With world-class activity across the spectrum from the physical sciences, life sciences, and social sciences to the humanities, we have been recognised as one of the top 100 universities in the world, gaining outstanding results in official assessments of our research and teaching.