Temporary Government and External Affairs Assistant
- Employer
- Undisclosed Company
- Location
- Milton Keynes, Buckinghamshire
- Salary
- £22500 - £23500 per annum
- Closing date
- 28 May 2019
View more
- Sector
- Administration and Business Support
- Job Type
- Temporary
- Hours
- Full-time
You need to sign in or create an account to save a job.
Main Responsibilites
- Provision of Secretarial and Clerical Support. Acting under own initiative with responsibility for:
- Providing comprehensive secretarial and clerical support to the Government & External Affairs team, including:
- Diary management (MS Outlook)
- Making independent decisions using sound judgement and intiative to co-ordinate appointment diaries, deciding on priorities and following up on actions.
- Responsibility for supporting GEA led University Groups and meetings in collaboration with University Secretary's Office and Nations.
- Organise meetings on and off campus, booking suitable rooms and arranging audio visual requirements and refreshments.
- Arrange travel to and from engagements; booking trains, taxis and accomodation and preparing travel itineraries.
- Operate a bring-forward system, organising and providing meeting and other papers on a daily basis.
Maintain a system for monitoring:
- Influential meetings with political officials, key Civil Servants and other external bodies.
- Briefing requirements for meetings involving the Head of Government & External Affairs and the Vice-Chancellor.
- Correspondence received by VCO which requires action by Government & External Affairs
- Makes, receives and redirects internal and external calls as appropriate. To receive and direct internal and external visitors as appropriate.
- To maintain the electronic filing system and relationship management system for the team, adhering to new GDPR legislation.
Governance Support
At request of the GEA team:
- Communicating, orally and in writing, with members of GEA led University Groups and their PAs, including the Vice-Chancellor, the University Secretary, Finance Director, Directors of Nations, Director of Communications and Head of Government and External Affairs.
- Making administrative arrangements to support meetings as appropriate, e.g. accommodation, IT, refreshments, remote attendance via video link/conference phones.
- Supporting Visits, Meetings and Events, including Political Party Conferences
- Working in conjunction with the Senior Manager Public Affairs and Senior Manager External Engagement:
- To help deliver a programme of visits, meetings and events involving key stakeholders including politicians and other VIPs in public life, at Walton Hall, in parliament and at other off-campus locations, acting on own initiative to solve any problems/difficulties to ensure the delivery of successful events, and to liaise with external visitors to assist with the logistics of the visit.
- To build effective internal and external relationships and contacts to facilitate the organisation and delivery of internal and external GEA led events e.g. House of Commons staff and OU personnel.
- To liaise with the Vice-Chancellor's Office and secretaries of Senior Managers across the University on diary management issues for visits, meetings and events.
To update the GEA database which is an essential tool in managing our relationship and contacts with those in public and political life, ensuring:
- That relevant meeting notes are sought and inputted on to the system
- Database information is kept up to date to reflect changes in office
- The ability to extract and present key data on request
- To deliver research, identifying and synthesising relevant information from a wide range of resources (e.g. newspapers, parliamentary papers, journals, www) on issues and individuals in public and political life to assist senior staff (including VC) in preparing to represent the University in meetings, events or on public occasions.
- To research a range of initiatives for promoting the OU to those in political life making recommendations to the team on delivery, supporting their development and tracking and measuring on-going impact.
- Support the wider Communications Team as required
You need to sign in or create an account to save a job.
Get job alerts
Create a job alert and receive personalised job recommendations straight to your inbox.
Create alert