Executive Assistant to The Head of Department, Tyc

2 months ago

South Kensington, United Kingdom Imperial College London Full time

The role of Executive Assistant to the Head of Department provides daily vital support to the Head of Department (HoD) and departmental operation across a range of essential activities.

Principal among these responsibilities is providing a pro-active secretarial and personal administration service to the HoD, maintaining a professional service and acting as the first port of call on a wide range of matters. This includes, but is not limited to, managing the HoD files, inbox, diary bookings, meeting arrangements, preparation of documents and presentations, meeting minutes, dissemination of information, internal post, room bookings, catering orders, travel arrangements, expense claims and purchase orders as and when required.

You will also provide support to the Department in matters relating to the coordination and administrative support of departmental events, training activities, data filing and other ad hoc projects.

Due to the nature of the role, the post involves periods of high activity with flexible working required.

The post holder will undertake the full range of day-to-day activities effectively, including providing administrative support for the Thomas Young Centre (TYC), acting as the central administrative point of contact, proactively building, and strengthening effective working relationships with stakeholders both at Imperial and elsewhere, ensuring effective and efficient communication, acting as a reliable source of information for activities and expertise with the centre. The post holder will also engage in maintaining and updating website content, and monitoring website analytics to measure and help increase online audiences

**Duties and responsibilities**:
**HoD Office Administration**
- Provide personal administrative and secretarial support to the Head of Department and key departmental operations and committees as required
- Communicate and liaise on behalf of the HoD with senior members of the College and external organisations as appropriate
- Prepare papers, minutes, correspondence and presentations and undertake research for projects and reports as requested by the HoD
- ** **Oversee and manage the HoD’s electronic diary, taking the initiative to plan, set up and accept appointments and meetings, provision of documentation for meetings

**Thomas Young Centre Administrative Support**:

- Working with the Imperial Director of the Thomas Young Centre and external partners to support the management of the centre and seminar and networking events and meetings as required. Support the promotion of the events and the centre across the community

**General Administration**
- Co-ordinate Departmental Executive and Strategy Committee Meetings, Staff Meetings, Equality, Diversity and Culture Committee and Health & Safety Meetings, including the acquisition and circulation of relevant papers from staff, preparation of minutes and follow-up of actions (if required).
- Manage and maintain the HoD’s office files and elements of his/her inbox, ensuring that systems are in place to cope with the volume of information stored, and be proactive to improve them where possible.
- Deal with enquiries both from within and outside the College on a wide range of matters.
- Assist with any ad-hoc or planned projects as instructed by the HoD.
- Develop good working relationships and maintain good communication with other support staff colleagues, and other departments and services within the Faculty and College
- Assist the Head of Department and Research and Departmental Operations/Resources Managers with procedures and the organisation of panel meetings relating to the annual Academic Staff Review, promotions exercise, annual appraisal/success meetings, and Academic Recruitment campaigns, as and when required
- Assist in monitoring data to support the department strategy towards equality, diversity and inclusion.

**Essential requirements**:

- Educated to degree level and/or professional qualification (or equivalent)
- Experience in the Higher Education sector in a similar or related role(s)
- Demonstrable experience in office administration following a range of administrative procedures
- Proven knowledge and experience of Human Resources policies and procedures, preferably in the Higher Education or public sector
- Excellent IT skills including Microsoft Office, Video Conferencing, and Management Information Systems (Oracle preferred)
- Experience of dealing with confidential material
- Excellent written, numerical and verbal communication skills, with the ability to draft correspondence and minute taking
- Ability to communicate confidently and effectively and build rapport with senior members of the College and external contacts from industry and other organisations
- Ability to relate well to staff and students, and commitment to equality and diversity principles
- Proven ability to independently produce clear and concise written reports to a high standard
- Ability to produce clear and conc

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