Pa to The Head of The Department, Tyc Administrator

2 weeks ago

South Kensington, United Kingdom Imperial College London Full time

We are looking for someone who is hard-working, willing to learn, detail orientated and a good communicator. You should have experience of working as a Personal Assistant at a higher level and experience of working in an administrative role.

This is a PA position providing a pro-active and high-level personal assistant and administrative service to the Head of Department. This is a key post within the Department and the jobholder will work with mínimal supervision and be fully responsible for ensuring that the Head’s office runs smoothly, efficiently and professionally. You will be a self-starter, proactive with high level and extensive PA role experience.

In addition, the post holder will provide administrative support to the Departmental Administration Team. In particular, the post holder will provide professional, confidential, and efficient administration involving a wide range of varied support, primarily supporting the Department’s activities,

Post holder will undertake the full range of day-to-day activities effectively, including providing administrative support for the Thomas Young Centre (TYC), acting as the central administrative point of contact, proactively building, and strengthening effective working relationships with stakeholders both at Imperial and elsewhere, ensuring effective and efficient communication, acting as a reliable source of information for activities and expertise with the centre. The post holder will also engage in maintaining and updating website content, and monitoring website analytics to measure and help increase online audiences.

**Duties and responsibilities**:
**Key Responsibilities**:
**HOD’s PA Responsibilities**:

- Provision of a highly professional and proactive reception to the Head of Department’s visitors - staff, students and external. Dealing with telephone callers and managing general enquiries, providing advice and guidance.
- Meet with the Head of Department regularly to ensure that necessary planning takes place and that he/she is abreast of potential challenges that may emerge internally and externally in the short
- and long-term future, using this to plan, prioritise and coordinate the resulting workflow for his/herself and others.
- Coordinate the annual schedule for all departmental committee meetings, liaising with relevant staff to ensure the timings and frequency of the meetings are appropriate.
- Effectively communicating and liaising with all members of staff on behalf of the Head including staff in other departments, other Faculty HoDs (and their PAs), other senior members of the College and external organisations to ensure the right correct message/information is conveyed.
- Servicing the Departmental Management Committee and Academic and All Staff meetings. Supporting the Head of Department in the organisation of other committees by collating, circulating papers, producing agendas in order that they are run successfully, and using Departmental SharePoint Portal for depositing information.
- Managing the Head of Department’s heavy diary. Managing and planning appointments, meetings, arranging catering and provision of documentation for meetings to facilitate the smooth running of the office and ensure maximum benefit to the Head and the College.
- Working with the Departmental Administrative Team to provide administrative support by organising for DHL packages, raising purchase orders and journals for departmental activities.
- To arrange and support functions and events in the Department including booking appropriate rooms, ensuring AV requirements are met and checking on the day, ordering catering.
- To provide general administrative support for the departmental activities by organising swipe card access, raising building defects, receiving and circulating daily departmental post, processing and copying all the finance paperwork including expense claim forms.
- Assist with recruitment and appointment selection process when needed. The post holder is required to be flexible in their work and to be able to complete a variety of tasks simultaneously.
- To undertake other administration tasks and responsibilities compatible with the level and nature of the post as required and to provide back-up administrative support as required.
- Where Imperial or funder conditions necessitate, you will be required to complete timesheets for your work on projects in a timely manner.

**Essential requirements**:

- Educated to ‘A’ Level standard (or equivalent)
- Evidence of significant Personal Assistant/administrative experience and/or experience of providing administrative support within a customer focused service within an academic context
- Proven experience of working in an administrative office with focus on customer service role
- Proven experience of liaising and working effectively with a wide range of staff from different disciplines
- Proven experience of managing multiple tasks alongside each other and the flexibility to respon

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