Executive Assistant

EXECUTIVE ASSISTANT (DALTON CUMBRIAN FACILITY)

VACANCY REF: SAE-021629

**Salary**: £29,762 to £34,314 per annum, depending on relevant experience

Hours: 35 hours per week

Duration: Permanent

Location: Dalton Cumbrian Facility, Westlakes Science Park, Cumbria
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Enquiries about the vacancy, shortlisting and interviews:
Name: Rebecca Shepherd - Operations Manager
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The Dalton Nuclear Institute brings together the skills and expertise of the nuclear research community at The University of Manchester, creating the most advanced nuclear research capability in UK academia.
The Institute is part of the Faculty of Science and Engineering and, as well as a base on the Manchester campus, operates the University’s radiation science centre, the Dalton Cumbrian Facility (DCF).
DCF is situated on the Westlakes Science Park in West Cumbria, at the heart of the largest concentration of nuclear facilities in the UK and provides the world-class expertise and experimental facilities to enable the research community to better understand the effects of ionising radiations on materials and chemical and biological systems.

Overall Purpose of the Role

The Executive Assistant will provide effective day-to-day administrative management support to the Dalton Nuclear Institute’s Cumbrian based Directors, including coordinating calendars, work tasks and overseeing agendas and projects. They will also act as point of contact for enquiries from academic and experimental staff and play an important role in liaising with Faculty and University colleagues, as well as students, visitors and external users. The post holder will also help support the management of administrative projects, procedures and systems.

The person appointed will be expected to show flexibility and adaptability in meeting the developing needs of the Dalton Nuclear Institute and the University. Also, a proactive and energetic approach is important, as is an ability to establish a good rapport with postgraduate level students, staff and visitors.

Key Responsibilities, Accountabilities or Duties:

- To provide a high-quality and confidential support service and take responsibility for the day-to
- day administration of Cumbrian based Directors, using initiative to prioritise and manage work load.
- Act as first point of contact to and on behalf of the Directors and deal with communications, ensuring that all relevant stakeholders are fully informed on all matters that require their attention.
- Electronic diary management for the Directors, prioritising appointments, arranging meetings involving internal colleagues and those from external organisations, often at the highest level.
- Provide administrative support to the Directors for their attendance at meetings, seminars and conferences.
- Plan and manage bookings for the Directors national and international travel.
- Produce a wide variety of correspondence including draft reports, agendas and presentation information in advance of events and meetings under the direction of the Directors.
- Draft internal and external communications on behalf of the Directors.
- Ensure that briefing papers and supporting paperwork for meetings are always available and that follow up and actions from meetings are dealt with by the appropriate person.
- Support the Directors with preparation of presentations.
- Answer and filter incoming calls and take the appropriate action in a professional manner.
- Process the Directors’ Frequent Traveller Credit Card and expenses submissions in line with University procedures and timescales.
- Supervision of a small team of administrative staff
- Take responsibility for co-ordinating the arrangements for high profile meetings and visits including arrangements for speakers and attendees and the circulation of papers.
- Liaise and collaborate with partner universities, industrial organisations and key stakeholders as required.
- Establish and maintain effective links with the University’s central Professional Services teams.
- Design, implement, monitor and review effective administration procedures and maintain office procedures and systems to a high standard.
- Manage agendas and support meetings and committees, including managing a schedule of weekly team meetings, prompting those with actions to ensure they are completed in a timely manner.
- Maintain document registers including uploading information to SharePoint as required, ensuring document control is maintained at all times.
- Ensure alignment with the University’s document retention schedule and information governance and data protection policies.
- Liaise with training providers in organising professional development programmes and training courses.
- Oversee the ordering of IT equipment, including laptops and mobile phones for staff.
- Act as department purchasing card holder; ensuring financial transactions are carried out in accordance with