Pa & Administrative Assistant

4 weeks ago


Liverpool, United Kingdom Liverpool Guild of Students Full time

**PA & Administrative Assistant**
- **Job Title: PA & Administrative Assistant**:

- **Responsible to: Governance Lead**:

- **Salary: £22,864**:

- **Closing date: 9am, Wednesday 17th May 2023**:

- **Interviews: Friday 26th May 2023**

**Summary of post**:
The elected Student Representative Officers (SROs) and Chief Executive areresponsible for the leadership and management of our democratic, membership-focussed organisation. They are ultimately accountable to the Trustee Board. The PA & Administrative Assistant’s role is focussed on supporting the SROs to be as effective and efficient as possible as well as providing administrative support to the Governance, HR and Finance departments.

**Main Responsibilities and Duties**
- Sole management of the SRO’s electronic diaries whilst supporting and anticipating their needs. You will be responsible for the organisation, planning and management of a busy and varied daily workflow, scheduling meetings, assessing the priority of appointments and effective reallocation where appropriate, and arranging meetings both in person and virtually.
- Support the SRO team in the preparation of reports, presentations and papers to Guild and University meetings.
- Organise meetings, create agendas, take minutes, circulate papers and follow through on action points in a proactive, timely manner
- Thinking ahead to prepare briefings and de-briefs with Guild staff to ensure SROs are informed against the background of a complex workload in advance of key meetings.
- Sorting, distributing and responding to incoming enquiries in a timely and efficient manner. Making decisions on a variety of queries and responding to them as required. Ensuring responses are in line with Guild values and language.
- To make use of digital solutions or appropriate tools where necessary to improve effective work delivery and manage own workload
- Supporting the delivery of effective communication and liaison with academic and administrative staff at all levels from Guild staff, University of Liverpool and external organisations locally, regionally and nationally.
- Making travel arrangements, booking accommodation and processing claims for expenses. Provide itineraries, and ensure all information and travel documents are in order.
- Provide general office administrative support as required to the Governance, HR and Finance departments. This may involve the ability to quickly adapt to new systems, processes and procedures.
- Supporting Guild meetings as required including drafting and distributing agendas and papers in liaison with the Chair; taking accurate minutes; booking rooms and refreshments; making travel and accommodation arrangements for external members.
- Other duties as required.

**Relationship Management**
- Act as the first point of contact for the SRO team, receiving enquiries from University of Liverpool staff and external agencies, forwarding messages and ensuring prompt action.
- Keep accurate records of key contacts.
- Develop strong relationships with assistants supporting the University leadership team.
- Build strong relationships with other Guild departments, ensuring excellent support for projects and work tasks.
- Supporting the maintenance of relationships between the officers and stakeholders as the elected officeholder changes.

**General duties of all staff**
- To contribute and assist in the Union’s planning processes.
- Undertake any other duties that may from time to time be reasonably requested.
- Assist in key events throughout the year, including Welcome Week, Refreshers and including elections, if necessary.

**Person Specification**

**Experience**
- Demonstrable experience in an administration/PA role in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts
- Experience of office administration
- Experience of diary management
- Experience of servicing meetings including minute taking

**Knowledge**
- Good knowledge of database systems and processes
- Clear understanding of confidentiality and proven ability to exercise discretion

**Skills/Ability**
- Excellent IT Skills, including use of Microsoft Office
- Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances
- Ability to multi-task
- Ability to think ahead and anticipate needs before they arise
- Keen attention to detail
- Strong communication skills
- A proactive approach to problem solving whilst making considered decisions
- Ability to work successfully as part of a team
- Willingness to learn and to develop skills

**How to Apply**

**PLEASE NOTE THAT YOU MUST COMPLETE A GUILD ONLINE APPLICATION FORM TO APPLY FOR THIS POSITION**

**Key Dates**

You will need to be available for interview on the date listed below if you are shortlisted.

Interviews: Friday 26th May 2023

**Job Types**: Full-time, Permanent

**Salary**: £22,864.00 per year

**Benefits**:

- Casual d



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