Personal Assistant

4 weeks ago

Newcastle upon Tyne, United Kingdom Newcastle University Full time

**Salary**: £23,144 to £24,285 with progression to £26,396 per annum

Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

**Closing Date**: 16 February 2023

Led by the Director of Student Health and Wellbeing Service ( SHWS ), the service provides advice, guidance and support on a range of student health and wellbeing matters, with the aim of enabling students to maximise their academic potential and gain the most from their University experience.

Working on a one-on-one basis for the Director of SHWS, Sally Ingram MBE, you will provide comprehensive and proactive personal assistance, to ensure they are fully prepared in their day to day role, anticipating need which will also involve supporting the service strategic priorities and projects.

This is a full-time, permanent position working 37 hours per week. In person interviews are currently scheduled for Wednesday 8 and Thursday 9 March 2023, and will be in King’s Gate building, Newcastle University.

For an informal discussion please contact Sally on 07515 895 614. Please visit our webpages for further information about the Student Health and Wellbeing Services. The current SHWS organisation chart showing the structure of the team can be found by following this link.

The Role

In day-to-day collaboration with the SHWS Project Manager, act as the PA to the Director of SHWS, carrying out directorate support level duties across SHWS, the Student Union and the wider University. To ensure join up of SHWS service strategic projects, priorities and activities affecting the role of the Director and the wider SHWS. Via strong pro-active, and highly organised actions, and decision making, provide comprehensive support to the Director of SHWS.

Provide PA support to the Director of SHWS by assisting with the planning, development and delivery of high quality, inclusive, effective support service and projects; ensuring that services are effectively governed, follow professional best practice and are legislative compliant. With a strong focus on the integration and collaboration between SHWS teams and the wider University.

The post will also include supporting the Director with highly confidential, sensitive and occasionally distressing situations/materials.

Key Accountabilities
To provide comprehensive personal assistant support to the Director of Student Health and Wellbeing that appropriately meets their requirements in completion of complex project delivery, service tasks, ensuring a high standard of accuracy to prompt time scales
Be the first point of contact for internal/external contacts, and other visitors for the Director of SHWS. As the post holder represents the public face of the Director, receive, screen and prioritise incoming communications, answering often very sensitive correspondence in a professional manner, and acting as a filter to manage and control contact where required. Manage the Director’s diary to ensure efficient use of their time, arrange travel as required and ensure all meeting documentation is prepared in advance
Ensure that high concern issues are referred to the relevant member of SHWS or the wider University and provide relevant background information. Prioritise the Director’s tasks, keeping track of important deadlines. This includes identifying, devising and implementing effective office procedures to support the whole of SHWS and the Director, responding to queries and disseminating information to colleagues on behalf of the Director
Responsible for co-ordinating and supporting relevant Director led internal/external committees, sub committees, working groups and projects as required, including arranging meetings, the collation of agenda items, arrange venues, room preparation and catering, minute taking for relevant meetings and proactively managing actions, ensuring key items are noted and progressed. Organise key service sector wide meetings and events where the Director is chair
Support the Director with communication across the University and beyond, including the administration of regular communications and updates/creation of the service’s webpages when necessary
Handling confidential information and sensitive personnel information on behalf of the Director. This will include co-ordinating any aspects of staff recruitment, induction, probation and PDR records, promotions, contract changes, leavers processes and absence management, for those who report to the Director
Lead the administration and in some cases, management of budgets, including financial and payroll transactions e.g., act as an expert buyer by processing purchases/sales, invoices, income and other financial transactions on the University databases, ensuring that records are accurately and promptly maintained. Track and reconcile expenditure across the budgets
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