University of Dundee

Division Secretary

School of Research
Job Reference: 
Closing Date: 
Thursday, May 10, 2012
Grade 4 (£17,329 - £19,972)

The University is seeking to appoint a highly motivated, enthusiastic and professional individual to the position of Division Secretary for The Division of Cell Signalling and Immunology within the School of Research at the College of Life Sciences.

The successful candidates must have excellent organisation skills, the ability to multi-task and a pro active approach. You will be required to demonstrate written and oral communication skills, a methodical approach to work and be able to work to tight deadlines.

This is an excellent opportunity to join a dynamic environment that is internationally renowned as a Centre of excellence.

Applicants must have relevant work experience and be a proven team worker.

The postholder will report to the Administration Manager for the School of Research and provide a high quality secretarial/administrative service to the Division Head, Deputy Head and a number of Senior Research Scientists.

The position is available for 12 months, the anticipated period of maternity leave.

Main Duties and Responsibilities:

This postholder is responsible for providing an efficient and effective level of administrative support to the Division.

Principal Duties:

• Diary management for Head of Division within an agreed framework. Managing an effective brought forward system for correspondence and documentation. This will include progress chasing as required.
• The post holder is expected to be proactive in the effective scheduling of meetings and events, identifying dates, booking venues, catering and travel, prepare agendas and relevant papers. You will be expected to attend meetings, when required and take accurate minutes.
• Maintain a cyclical calendar, prompting actions and triggering deadlines for routine tasks for the Head of Division and Divisional activities e.g. Management meetings, PI appraisals, annual symposiums, retreats, Seminar programmes.
• Provide support for the Division Seminar programme, work closely with the nominated Academic to liaise with external bodies and manage the logistics of a constantly changing Seminar programme. Communicate with VIP visitors and external Speakers, organise travel and accommodation and itineraries for visits.
• Deal with national and international travel requirements for Senior Staff Members and Research Scientists. Organise itineraries making best use of time whilst paying attention to diary commitments of senior staff. Process travel costs and be aware of reimbursement policies of destination organisation.
• Provide support for the preparation of funding applications, progress reports and annual reports, liaise with central University departments to facilitate timely completion e.g. collate information for applications such as CV’s, publications and other data sets as required.
• Support and organise internal and external conferences, events and Retreats for the Division. Liaising with internal and external bodies, providing administrative support for ad hoc committees and meetings. This will involve the agendas, reports and minutes.
• Maintaining Division PI web pages, regularly gathering information and making amendments/updates as necessary.
• Maintain information databases and spread sheets as required e.g. maintain Endnote Libraries for PI publications; maintain the staff database for processing the quarterly lab census reports.
• Compiling, amending, formatting and uploading files as required to Journals and Pubmed central.
• Provide accurate copy typing/audio typing using MS Word, draft routine correspondence - both by e-mail and letter. Respond to routine enquiries, answer and deal with telephone calls, filter as appropriate, taking accurate messages and responding to queries as far as possible. Receive all visitors to the Division.
• Maintain Stationery supplies for the Division and provide a procurement service using University procurement system.
• Organise effective paper and electronic filing systems (including the archiving of documents as required).
• Provide cover for nominated Secretarial staff within the School and provide cover on a rota basis for the central College Receptionists during time of absence or heavy workload.
• Maintaining resources for the Divisional reprographics equipment, point of contact for queries, liaison with service provider.


1. The duties of the post outlined above are not exhaustive, and the postholder will be expected to be co-operative and flexible, undertaking such other duties as may reasonably be required of a member of administrative/secretarial staff in a university.
2. These duties will be subject to review in line with the changing requirements of the College, and with the development needs of the postholder as identified through regular review/appraisal processes.

How to Apply:

To apply on-line click here. If you are unable to apply on-line please contact Human Resources on (01382) 386209 (answering machine) for an application pack. Please quote reference number LS0172.

The University of Dundee is committed to equal opportunities and welcomes applications from all sections of the community.

The University of Dundee is a Scottish Registered Charity, No. SC015096.