Administrative Assistant

3 weeks ago

Preston, United Kingdom iWork Recruitment Limited Full time

Contract to start 16-01-23 until 31-03-23 with a possible extension.

**Job Purpose**:
The post holder will be responsible for providing a comprehensive personal assistant and administrative service to the Executive Deans/ Heads of School and provide diary management support only for other management contract holders at Faculty level and Deputy Heads within the School. The role requires effective communication and liaison both internal and external to the University, at local, national and international levels.

Role holders are expected to work collaboratively and flexibly as part of the immediate and broader team across the Registry to meet ongoing business requirements maintain appropriate cover and coordinate the full range of administrative functions and events through the academic cycle. This may involve changes to responsibilities and working in different areas as required.

**Main Duties and Responsibilities**:
To provide support to Executive Dean/Heads of School with finance processes in relation to Corporate/Purchasing Card, booking and arranging travel, accommodation, conferences, purchasing goods and services in line with Financial Regulations.

To support Executive Dean/Heads of School with the recruitment of staff in liaison with HR, including organising interview arrangements and timely notifications to HR in line with the recruitment procedure. Acting as a point of contact for HPL/ Ad-hoc staff contracts and coordinating the sickness absence in line with the University process and assist with RTW checks on an ad-hoc basis only.

To act as a central point of contact for the Faculty/School for other Professional Services such as Marketing, Estates Management, LIS, Telecoms and HR in relation to restructures, staff changes, staff recruitment and assist with access of space allocation; distribution of keys. To be proactive in signposting staff, in liaison with the Academic Service Resources Team, to self-service systems and guides.

Specific to PAs to Executive Dean: To provide diary management support only for other management contract holders at Faculty level including the Director of Research. To support the Executive Dean in the preparation of reports, annual planning including fact finding, liaising with relevant services and acting as a point of contact to coordinate information across the Faculty. To provide support to the Executive Dean with activities specific to the Faculty such client's meetings (LSBE).

Specific to PAs to Head of School: To provide diary management support only for the Deputy Heads. To assist Heads of School with Workload Planning activities acting as a liaison point for the School. To provide support to the Head of School with activities specific to the School such as arranging Trust Breakfast meeting (Health).

To arrange and service meetings relating to Faculty/School such as FET/SET including the preparation of agendas, minuting of meetings, distributing action sheets, maintaining up-to-date records and checking action taken and undertaking any follow up.

To support where required in University wide-events such as Open/Applicant Days, Graduation, Welcome and Registration.

To attend relevant meetings and events to contribute to defining processes and procedures and to the creation and maintenance of associated plans and schedules.

To comply with legislation and regulations on GDPR, freedom of information and intellectual property rights and maintaining standards of security and confidentiality.

To develop and contribute to a culture of outstanding performance and continuous improvement by demonstrating a positive and proactive approach to change.

RQ783676-01-23

**Salary**: £12.09 per hour

Schedule:

- Monday to Friday

Work Location: One location

Reference ID: RQ783676-01-23

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