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Pa & Service Support Assistant

4 months ago

Sunderland, United Kingdom University of Sunderland Full time

To provide confidential, efficient, and effective personal assistant and
administrative support to the Student Journey Executive Team and Senior Service
Managers when required.

To be part of the Student Journey Executive Support Team and undertake a range
of support tasks.

**Key Responsibilities**
**and Accountabilities**:
Work to the Directorate to provide a confidential personal and administrative
support service in support of a range of the range of their individual and collective
responsibilities and to meet objectives, targets and outcomes.

Liaise on a regular basis with Executive Support Team, other Personal Assistants
and internal staff up to Director level. Contact with external links will also routinely
occur in relation to Director's areas of responsibility.

Organise and maintain an effective diary system for the Student Journey Executive
Team.

Provide administrative support to internal meetings, including arrangements,
agenda, notes and progressing actions as directed.

Be responsible for, and proactive in progressing standard administrative actions;
using and inputting into University systems and liaising with a range of functions
and services. This could include working with other services such as Finance and
HR e.g., supporting staff recruitment/absence recording/financial purchasing.

Implement and maintain comprehensive administrative systems, including secure
filing and archive systems for confidential documentation in line with existing,
changing and future University processes.

To respond promptly and proactively to queries and requests, including those from
external sources. To exchange information and build and maintain relationships
with others internally and appropriate external contacts.

To understand and support a culture which supports University priorities including:
responsiveness and excellence in customer service; ownership of actions;
adaptability and a ‘can do’ attitude; strong communication; innovation;
inclusiveness; collaboration and team working

To undertake other administrative duties and reception/student facing duties as
required by the Student Journey Executive Team.

**Special**
**Circumstances**:
To work in accordance with the University’s agile working policy.

University of Sunderland
**Role Profile**
Part 2

**Part 2A: Essential and Desirable Criteria**

**Essential**
**Qualifications and Professional Memberships**
- A Level or NVQ Level 4 or equivalent.
- Maths and English GCSEs at grade C or above or equivalent.

**Knowledge Experience**:

- Significant experience of providing comprehensive administrative and
- personal assistant support to senior managers.- Proven competence in use of a variety of Microsoft Office packages,
- including Microsoft Teams.- Extensive experience of managing diaries and arranging meetings using
- Microsoft Outlook.- Proven experience of working to deadlines and prioritizing a busy
- workload.- Experience of handling confidential material.
- Experience of evaluation and development of administrative processes.
- Experience of taking minutes and providing administrative support to

meetings or committees.

**Desirable**
**Qualifications and Professional Memberships**
- A Foundation degree, HND or equivalent level 5 qualification preferably in

**Knowledge and Experience**:

- Previous experience of work in Higher Education

**Part 2B: Key Competencies**
**Competencies are**
**assessed at the**
**interview/selection**
**testing stage
**Communication**

**Oral and Written**

The role holder is required to, understand and convey straightforward information
in a clear and accurate manner and the role holder is required to, understand and
convey information which needs careful explanation or interpretation to help
others understand, taking into account what to communicate and how best to

convey the information to others.

**Service Delivery**

The role holder is required to deal with internal or external contacts who ask for
service or require information; create a positive image of the organisation by being
responsive and prompt in responding to requests and referring the user to the
right person if necessary; deliver service that is usually initiated by the customer,
and typically involves routine tasks with set standards or procedures.

**Decision Making Processes and Outcomes**

Take independent decisions is a requirement and has a minor impact. The role
holder is required to be party to some collaborative decisions; work with others to
reach an optimal conclusion that have a moderate impact. Provide advice or input
to contribute to the decision-making of others is a requirement and has a minor
impact.

**Planning and Organising Resources**

The role holder is required to plan, prioritise and organise their own work or
resources to achieve agreed objectives.

**Teamwork and Motivation**

The role holder is required to be supportive and encouraging of others in a team;
help to build co-operation by setting an example and