Personal Assistant and Administrator

4 weeks ago

Cirencester, United Kingdom Royal Agricultural University Full time

, -~~ Royal
f5w7 Agricultural
**lV\. **University

**Personal Assistant and Administrator**

Job Description***

The Role

**Job title**:Personal Assistant (PA) and Administrator

**Department**:Institutional Planning & Governance

**Responsible to**:Director of Institutional Planning & Policy

**Location**:Royal Agricultural University, Cirencester

**Salary**:Grade 5: £22,847 - £27,116 DOE***

**Term**:Permanent; full-time/part-time

**Relationships with**: The Executive Team; Professional Services Directors; Academic Heads

of School and other staff; external stakeholders.

We have a number of different ways to work flexibly, so at your interview feel free to talk about what

flexibility means to you. There are no guarantees, however, examples of how our employee already

work flexibly include part-time, job share, hybrid-working and compressed hours.

Purpose

The post holder will be a member of the Administration Team directly supporting the University

Executive and providing administrative support to a network of academic and professional services

staff from across the University. They will make a significant contribution to the creation of a friendly

and supportive atmosphere for staff, students and other stakeholders.

Based within the Institutional Planning & Governance Directorate, the Administration Team

collectively provide PA support to the University’s Pro Vice Chancellor’s, Chief Operating Officer,

Finance Director, and Treasurer. The role also supports Universities Vice Chancellor’s Advisory Group

Directors. This includes liaison with internal and external stakeholders, and executing a high level of

professionalism in doing so. The post holder must be an excellent communicator as they will often be

a first point of contact within the University, and are required to field queries efficiently and effectively.

Key Responsibilities

The post holder will demonstrate a high level of administrative, organisational and IT skills, required

to fulfil such tasks as:
1. Provide full pro-active administrative and secretarial support at a senior level to members of

the Executive team and ensure the smooth management of day to day affairs, and the

effective use of their own time.

1
Revised June 2023

2. Act as the first point of contact and screen calls, enquiries and requests. Meet and greet

visitors at all levels of seniority, dealing impartially, effectively & courteously with staff,

students and other stakeholders. Respond to routine enquiries and develop specific

knowledge related to their area of work and proactively respond to and refer complex

problems.

4. Provide diary management, assessing priority of appointments and reallocation as necessary;
assist in forward-planning and advise of impending deadlines. The post holder must be able

to ensure that priority items are identified without delay, which requires a high level of

independent judgment and discretion.

5. Organise meetings and ensure that the Executive(s) is well prepared for those meetings.

Schedule and coordinate dates and times, venues, attendance and facilities. Prepare agendas

and collate agenda packs, pre-meeting briefings and meeting papers. Book rooms, or

schedule meetings electronically and ensure the distribution of agenda and papers. Record

minutes and distribute as appropriate, and provide administrative support and follow-up on

matters arising from meetings.

6. Make travel arrangements and procure equipment and services as required.

7. Produce documents, reports and presentations as requested; mail-merge documents and type

forms and labels. Handle sensitive and complex issues in a professional and objective manner.

Take initiative as appropriate especially in the Executive’s absence.

8. Assist in researching and following up with action on matters which fall within their

Executive(s)’ responsibility - chasing responses, triggering follow-up action.

9. Maintain the Executive(s)’ office systems, including data management and filing. Gather,

enter, and/or update data to maintain records and databases, as appropriate; establish and

maintain files and records for the office.

10. Help support institutional events and provide a level of flexibility that is expected across the

team. Provide cover and provide cover for colleagues in their absence and help support

occasional evening functions when required.

11. Liaise effectively with other members of the administrative staff to ensure accurate and timely

communication of information.

12. Contribute to the continuous development and improvement of service provision, including

the development of office systems and services, ensuring the high quality of service provided

is kept under constant review.

13. Supervise the work of clerical staff as required - assisting, motivating, monitoring, and training

new and temporary staff.

14. Undertake any relevant ad-hoc duties as tasked by the Director of Institutional Planning &
Policy.

2

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