Details
1069376
De Montfort University (Leicester)
03/10/2023
Other - See Job
See Advert
Not Applicable
Pay
£13.02
£2.03
Description
Role
We are seeking Executive support to provide an effective secretarial and administrative service to Director- or Faculty Leadership Team-level colleagues, to contribute to the smooth running of their schools or directorates. This is a broad and varied role and requires a conscientious, professional administrator with a talent for development, planning and prioritisation.
We have x3 full time positions available working 37 hours per week (hybrid 3 days on campus)
We also have x1 part time role working 18.5 hours per week (hybrid TBC)
The roles will start as as as possible until 31/12/2023
Student applications are not suitable for this role.
Duties and responsibilities
Under the direction of a professional services line manager within the directorate/faculty, to:
1. Maintain accurate appointment diaries for senior colleagues, prioritising appointments and optimising the use of time. This may include producing complex itineraries and co-ordinating international travel and accommodation arrangements for senior colleagues as appropriate.
2. Support directorate/school activities by supporting various elements of:
• administration and reporting in line with policies and processes,
• finance administration via SAP,
• facilities coordination,
• travel coordination and bookings, to include preparing travel risk assessments,
• resource provision and management, and
• health and safety processes.
3. Develop technical understanding of the relevant schools or directorates to develop and maintain administrative systems and processes to ensure the efficient running of the schools or directorates, i.e., filing systems, data storage and retrieval, etc.
4. Provide proactive, confidential and reliable administrative support to senior colleagues, supporting delivery against a broad range of responsibilities.
5. Support planning and preparation for meetings, committees and boards, ensuring appropriate cascade from a range of internal meetings and undertaking full servicing responsibilities.
6. Assemble appropriate information in order to brief senior colleagues in advance of meetings.
7. Open, prioritise and distribute mail (both paper-based and electronic).
8. Prepare and draft correspondence, publications and presentations as required.
9. Act as the first point of contact for directorates/schools and deal with enquiries from staff, students and outside callers using own initiative or by referring to the appropriate person.
10. Receive and host visitors, maintaining a welcoming and professional environment.
11. Assist with the organisation of events and visits including booking venues, arranging meetings, making travel arrangements, and organising/providing hospitality for visitors as required.
12. Liaise with staff within and outside the University regarding a variety of matters, often of a highly confidential nature.
13. Undertaken problem resolution with minimal guidance, referring to escalation processes as and when required.
14. Be fully conversant with university-wide activities and processes in order to liaise effectively with external contacts on behalf of Directors or members of faculty leadership.
15. Retrieve/collate information as required by Directors or members of faculty leadership, and help to compile reports, performing data analysis and presentation as required.
16. Undertake projects, as directed by Directors or members of faculty leadership.
Skills and experience
Educated to GCSE level or equivalent
Significant experience providing administrative support to a senior colleagues with a complex portfolios
Experience in providing Personal Assistant support to senior managers
Experience of financial administration, including purchasing, raising purchase orders, processing invoices and interrogating data, using SAP or other electronic finance system
Excellent communication skills and an ability to communicate ideas and plans to a wide range of stakeholders both orally and in writing
Proven ability to manage conflicting demands whilst maintaining deadlines and professionalism
Excellent attention to detail, demonstrating high levels of accuracy
Reliable and self-motivated, able to work under limited supervision
Competent IT user including experience of Microsoft Office
Diplomacy, political awareness and the ability to deal with issues sensitively and within the confines of confidentiality
Excellent customer service skills
Equality and Diversity Ability to provide a service to a diverse range of people to promote good relations and equality
Location
De Montfort University - Leicester
Additional information
Unitemps is acting as an Employment Business, supplying temporary workers, in relation to this vacancy.
Unitemps DMU operates a monthly payroll - Please refer to the candidate information hub for DMU unitemps in relation to pay dates and further information - https://www.unitemps.com/resources/info-hub/?type=candidate-uk&branch=dmu
We aim to notify all candidates of the outcome of their application however volume of applications sometimes do not allow us to do so; please check your application status via your Unitemps account regularly; we may also communicate via email; please check your junk mail.