Executive Assistant

JOB DESCRIPTION

Key Duties & Responsibilities

Executive Support

• Executive support is provided to the Senior Leadership Team and include: 
• Responsibility for the provision of high quality administrative and secretarial support. This may include day-to-day operational aspects of work such as diary management, organisation of meetings, email prioritisation and management, and assistance with drafting email communications; 
• Provide administrative support to School projects being led by the Senior Leadership Team, such as the Heads of Department, Associate Executive Deans (Education and Student Life; Research and Impact; Quality) and Head of Operations; 
• Demonstrate a high level of initiative and problem solving skills, whilst supporting the Executive Dean. 

HR Support

• Provide support associated with the recruitment of staff across the School, ensuring all information relating to staff is handled in a confidential manner and in line with the University’s Data Management Policy. 
• Coordinate the promotion process, manage staff absences and staff leavers in line the University policies and procedures, while liaising with HR to prepare the required paperwork.
• Provide administrative support for staff induction; 
• Provide guidance to staff on relevant School/University policies and procedures; 

Administrative Support

• Provide support to Senior Leadership Team meetings, committees, working groups, away days, and ad hoc meetings as and when required, including taking minutes and following up agreed actions;  
• Provide support to Senior Leadership Team meetings, School meetings, committees, working groups, away days, student related events and ad hoc meetings as and when required, including arranging venue, organising catering, preparing papers, taking minutes and following up agreed actions;  
• Assist Academic Registry with the preparations for School graduation ceremonies, such as: disseminate ceremony dates and times, collate staff attendance and gown hire requirements; 
• Administer the School Honorary appointments; 
• Assist with the management of stationery stocks across the School buildings; 
• Contribute to the development of School procedures and information on the School intranet; 
• Deputise for other colleagues in the team as and when required; 
• Help maintain the helpful and friendly environment within the School through effective and appropriate working practices.
• Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post.  Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve. 

Project Support

• Lead on small projects on behalf of the Senior Leadership Team or Associate Executive Deans. 

Education, Qualifications and Experience 

Essential Criteria 

• Educated to first degree level or equivalent practical experience in the workplace. 
• Experience of working within a similar fast paced environment, with proven track record of supporting senior level management. 
• A high degree of attention to detail and accuracy of working, including the ability to handle sensitive and confidential information in with the University’s Data management Policy. 
• Well-developed interpersonal skills and effectiveness as a good team player, including the ability to use both tact and diplomacy is sensitive situations. 
• Confident using their initiative and problem-solving skills
• Experience of using large database systems (e.g HR system) and competent and proficient use of Office 365 and other standard IT packages. 

Desirable Criteria 

• Experience of working in the Higher Education sector is highly desirable. 
• HNC/SVQ Level 3 Administration or equivalent award. 
• Experience of having worked as a Personal Assistant to a senior manager. 

Competencies, Tasks and Responsibilities  

The tasks and responsibilities listed under the following Competency Headings form part of all administrative roles in the University at this level and it is expected that the role-holder will perform them to at least an effective standard at all times.

Team Work 

• Contribute to and provide general support across the team 
• Cover for other colleagues within the immediate team 
• Participate in working groups and committees within the team, School/Directorate as required 
• Train team/colleagues in operational activities

Service Excellence

• Create a positive image of the University by being responsive, prompt and courteous when responding to requests or enquiries from customers  
• Produce standard and ad hoc reports as requested 
• Enter and maintain records and data into the appropriate university system (e.g. student, HR etc.) 
• Liaise with internal and external teams, committees, bodies etc. to ensure an effective service 
• Process documents, for example applications, offers, contracts, orders, records, payments and other information in accordance with agreed service levels and information security procedures 
• Carry out general office duties, e.g. reception/meeting and greeting; sort and organise mail; order stationery; maintain office equipment such as printer, photocopier etc. 
• Keep working area clean and tidy in line with appropriate H&S requirements 
• Example of additional job specific task Set up and process payments [using Oracle Financials] 

Clear and Consistent Communications  

• Maintain confidentiality at all times by following university policies and guidance in managing confidential information and personal data 
• Write standard communications using templates, understanding what parts of the template to use as appropriate 
• Record and produce accurate minutes when required. 
• Draft non-standard communication for review and use by more senior members of the team 
• Explaining standard procedures, regulations, operating instructions or course information. 
• Disseminate news and information to relevant customers and colleagues 

Planning and Organising 

• Arrange meetings/workshops for internal or external customers, including room and equipment, hospitality and invites to attendees as appropriate 
• Carry out routine instructions from standard procedures 
• Contribute to drafting of standard procedures within your team 
• File, archive and destroy data in line with the University Data Protection & Retention Policy 
• Provide appropriate admin support for meetings and events;  
• Support School/Directorate and team processes and procedures by meeting schedules and timetables 

Initiative and Problem Solving 

• Act as first point of contact for queries from customers by phone, email, system-generated and in person 
• Identify and support process improvement 
• React to problems using judgement and past experience to solve routine issues 
• Use experience to suggest solution to new problems to line manager 

Decision Making 

• Make day to day decisions in prioritising own workload 
• Provide advice and guidance, respond to queries and refer more complex queries to more senior members of the team as appropriate 
• Understand the appropriate tools to use when undertaking day to day tasks  

Management Responsibilities 

• There are no management responsibilities within this position, but you may be asked to take on management or supervisory duties on occasion as part of your personal development

Citizenship  

• Demonstrate the University Values at all times through performance and behaviour  
• Participate in ad-hoc duties to support the team/University and for personal development  
• Support newer or inexperienced colleagues within and outside the University by offering support, help and advice   
• Positively promote the University internally and externally through positive behaviour and supporting University-wide activities