Administrative Assistant

2 weeks ago

Preston, United Kingdom Novax Recruitment Full time

Administrative Assistant (PA)
Preston
Full-time temporary contract
£10.50 per hour

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 as Dean’s Council 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.

**Requirements**:

- Substantial recent experience working as a Personal Assistant or equivalent
- Experience of managing a varied and demanding workload using initiative and excellent organisational skills.
- Experience and confident in the use of Microsoft Office suite of packages, electronic diary and filing systems.
- Experience of servicing meetings and of organising, updating and maintaining accurate records and information.
- Evidence of proactiveness in the continual review of working practices
- A range of GCSEs, including English Language and Maths at Grade C or above, or appropriate equivalent experiential learning
- Word Processing/typing/IT qualification or demonstrable equivalent experiential learning
- Demonstrable evidence of both strong written and verbal communication skills to outline objectives and present information clearly and succinctly to individuals and groups
- Minuting skills
- Ability to service meetings

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