Personal Assistant

2 months ago

Birmingham, United Kingdom Birmingham City University Full time

**Location**:

- Joseph Priestley Building**Salary**:

- £32,418 to £35,237 per annum- Permanent**Post Type**:

- Full Time**Release Date**:

- 18 April 2023**Closing Date**:

- 23.59 hours BST on Tuesday 02 May 2023**Reference**:

- 042023-216-RBirmingham City University is a large and diverse place to study right in the heart of the city and we currently have an exciting opportunity for a PA to work with the Director of Library & Learning Resources and the library Senior Management Team (SMT). The role will suit an experienced administrator, used to helping a busy Director work effectively to achieve the strategic aims and objectives of the department and the university.

You will work closely with the Director on a daily basis, being responsible for ensuring their diary is optimised to meet the competing demands of the job. You will also work closely with the library’s general office team on administration, some limited financial management and a variety of projects.

Through effective communication with the Director, SMT and library general office the PA will:

- Ensure the Director’s diary is managed effectively, arranging meetings and balancing key priorities
- Develop good working relationships with the Director and SMT to help understand needs and priorities
- Maintain a detailed calendar of priorities, deadlines and key events and proactively advise on impending deadlines
- Review, establish and manage systems and record keeping within the Director’s office, ensuring information is accessible and retained in an appropriate manner.
- Coordinate and arrange meetings including collating briefing material, distributing papers and agendas and taking forward any points of action, as required.
- Liaise between the Director, SMT and other senior officers, administrative and academic departments and external bodies, ensuring effective communication.
- Provide support for a range of formal and informal meetings (including committee support if required). Identify agenda items, produce agendas, draft routine papers and reports, collate and circulate meeting papers, produce minutes and identify and monitor follow up actions arising.
- Support the SMT’s external relation activities including the organisation of inward and outward visits and other events, travel etc. as required
- Produce a wide range of reports, letters, papers and presentations for approval by senior colleagues. Draft appropriate correspondence on own initiative.
- Assist the SMT in undertaking ad hoc projects, working on own initiative to research, prepare and present information as needed.
- Educated to degree level or with equivalent experience which demonstrates comparable skills and ability to
- Make decisions and solve problems
- Assemble, evaluate and analyse information
- Communicate effectively
- Adopt a proactive and self-managing work style
- Excellent IT skills including advanced knowledge of word processing, spreadsheet and presentation software packages, preferably Microsoft Word, Excel and PowerPoint.
- Significant experience of senior administrative roles.
- Exceptional interpersonal skills with an articulate, confident and diplomatic approach to communications and tact and discretion when dealing with sensitive issues.
- Ability to successfully manage relationships with a wide range of contacts both internal and external to the University.
- A good understanding of financial administration and budget monitoring. Ability to assimilate written and verbal communication quickly and produce accurate, timely minutes and records of agreed objectives and actions for follow up.
- Excellent attention to detail, including proof reading skills, with the ability to maintain a high level of accuracy.
- Ability to work under pressure, meet tight deadlines and manage competing priorities on own initiative.
- Ability to draft a high standard of written correspondence on own initiative.
- Ability to deal with sensitive information and to maintain confidentiality at all time
- An understanding of information governance is desirable

**OUR VISION**

Birmingham City University is growing in quality and standing, with an academic STEAM agenda at the heart of our ambitions. We are transforming the lives of students and their communities, and want outstanding academics to join us in taking us on the next stage of our exciting journey.
- Arts, Design and Media
- Business, Law and Social Sciences
- Computing, Engineering, and the Built Environment
- Health, Education and Life Sciences

Our students learn through doing. They are empowered throughout their educational journey, achieving significant educational gain and personal transformation. In recognition of this we are looking to recruit exceptional academic staff who are at the cutting edge of their disciplines, as makers, practitioners, researchers, and educators.

If you can demonstrate a proven track record in education, research, and enterprise - there has never been a better time to jo

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