Do you have experience of providing high level secretarial support? Are you looking for a challenging role which enables you to work across a diverse range of activities and with a variety of people? Can you work independently and proactively? We are seeking a motivated and proactive Personal Assistant (PA) who will be part of a professional team that works collaboratively to ensure that all members of the senior research and innovation management team are constantly supported to a high level. You will primarily support the Director of Research and Innovation Development, providing a high level of administrative support in an independent and self-managed capacity.You will have substantial experience as a PA to senior management and possess excellent organisational and communication skills. You will be a strong team player and have the ability to exercise initiative and work independently. Diplomatic and discreet in approach, you will be skilled at managing a complex workload accurately, including electronic diary management and correspondence management.As a Personal Assistant, your main duties will include:
Proactive diary management in line with the Director's priorities;Implementing effective ways of working and carry out operational planning, in liaison with the Director, to ensure comprehensive PA and administrative support is provided;Supporting the Director with new initiatives and projects leading on areas of work as required and working with key parties to agree outputs, taking responsibility for effective planning and monitoring;Proactively and professionally responding to all enquiries and take appropriate action in the absence of the Director;Developing contacts and building effective working relationships with a variety of colleagues and academic staff at all levels across the University and external organisations to ensure effective co-ordination of information and activity;Providing support to the Director in the development of internal and external communications;Proactive planning, organisation and full administrative support of a broad range of meetings, including ensuring the Director is fully briefed for all meetings, booking venues, arranging catering, preparing agendas, minutes and meeting follow up;Preparing responses to correspondence, reports and papers and preparing slides and presentations using PowerPoint and Excel on behalf of the Director;Planning and booking travel and accommodation arrangements ensuring the most effective use of time and money and processing claims for expenses;Providing high quality and professional office hospitality to visitors, including organising transport, car parking and accommodation;Working closely with the Senior Support Administrator to ensure the effective and efficient operation of the Research and Innovation Service. This involves ensuring that the service meets its obligations to other central services including HR, Health and Safety IT services etc.;Supporting the Senior Support Administrator in the logistics of all internal events, for example training workshops, conferences, open meetings and external visits ensuring their smooth operation and professionalism. These duties provide a framework for the role and should not be regarded as a definitive list. Other reasonable duties may be required consistent with the grade of the post. As a Personal Assistant you will have:
Experience of providing high level secretarial support to a senior member of staff in a large and complex organisation;Experience of organising and supporting meetings and events (including; agendas, minutes and reports etc.) that require complex arrangements;Excellent prioritisation and organisational skills, including experience of complex electronic diary management;Ability to work under sustained pressure and to tight deadlines;Ability to exercise initiative and work independently including the ability to master complex issues and material;Excellent team working skills with the ability to work collaboratively and co-operatively with colleagues;Proven ability to work with a high level of integrity, discretion and confidentiality.Experience of working in the Higher Education sector;Experience of purchasing processes including raising purchase orders and goods receipting;Experience of maintaining HR-related databases, such as SAP Managers desktop modules for sickness, annual leave, SRDS reviews and training;Experience of updating websites using content management systems.Interested? Please apply online today.
