Personal Assistant

1 month ago

Manchester, United Kingdom Search Consultancy Full time

Administrator/ Personal Assistant
Manchester
long term temp role £13.71

Monday to Friday
start date asap

This is a dynamic and demanding role and will involve considerable flexibility and the ability to prioritise tasks in order to deliver administrative support for the academic community within the division and wider community. The post holder's role will beto ensure effective and professional liaison and communication with academic, administrative and external customers at all levels, to facilitate the smooth running of day-to-day activities.

The post holder will provide Personal Assistant administrative support for one of the Deputy Heads of Division and other Academics as required.

The post holder will be assigned to a Division within the School, but will be employed by the School and as such may be required to support other areas, from time to time, across the School. There will be a considerable need to respond to change in the foreseeablefuture and the post holder will actively work to support senior managers in achieving this objective.

Main Responsibilities which will include some or all of the following and which may be amended in the light of changing priorities:

- Assistance with diary management and arranging of meetings.
- Administration associated with preparation of academic promotions and probations.
- Servicing and minute taking of meetings/arrangement of catering.
- To maintain office procedures and systems, including keeping detailed and accurate records on staff, contacts, events etc.
- Booking of travel and/or accommodation via Key Travel.
- Booking of meeting rooms and tutorial rooms.
- Arrangement of courier services with reception staff.
- Arranging programmes for visitors (PIs should provide a list of possible names but administrator should then put the programme together).
- Raising of invoices and or sponsorship of external customers/exhibitors/etc.
- Arrangement of all aspects of conference and seminar organisation, including arranging speakers, travel, accommodation, refreshments and related expenditure.
- Arranging/assisting with events, to include ordering (if required) of poster boards, catering/refreshments, notifying reception for access etc.
- Arrangement of teleconferencing and Skype facilities for meetings.
- Arrangement of car parking and access for external visitors.
- Organising large printing/copying jobs.
- Preparation of AV materials including the use of packages such as PowerPoint
- Provide content for local websites.

HR Support for Divisional Staff
- Act as liaison between the Division and HR Services for ensuring necessary paperwork is completed and processed accordingly, including via JobTrain.
- Ensuring that Post and Contract Management Forms (PCMS) have been completed and signed by authorised signatories.
- Administer JobTrain (eRecruitment system) for HR appointments.
- Ensuring that shortlisting and interview panels are appropriately constituted and organised.
- Notify necessary departments of the arrival of new members of staff (i.e. reception, IT, estates).
- To ensure that local arrangements are in place for the effective recording of sickness (via SAMS), conference and holiday absence, and to ensure that the University's policies on managing sickness absence is applied locally.
- To assist academic staff and Section Heads with the management of honorary and visiting scientist appointments.
- Support the process for the employment of casual staff ensuring the correct procedures and paperwork are in place, as directed by Human Resources.
- Administrative support for recruitment of staff, invitation to interview letters and reference requests etc.
- Administration associated with PDR's and peer review of teaching.
- Compile and distribute welcome packs for new starters.
- Assist with induction of new members of staff.
Finance Support for Divisional Academic Staff
- Completing by delegation of expense claims.
- Accepting receipts in order to provide petty cash.
- Holder of Divisional RBS purchasing card.
- Completing credit card payment forms and processing via Finance staff.
- Arranging conference registrations.
- Completing other forms including one-off payment forms.

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