Executive Assistant

Reference
1079739

Branch
University of Warwick

Start date
07/05/2024

Duration
Other - See Job

Hours and days
25 hours per week, 5 days per week as agreed with line manager

Dress code
Smart Casual

Rate of pay
£13.24

Holiday rate
£1.60

Role
To provide effective general administrative support to the Head of School and Head of Administration of SELCS and to provide secretariat support to the SELCS committees. 

Duties and responsibilities

• Diary management for the Head of School and Head of Administration of SELCS.
• Disseminate information on behalf of the Head of School or Head of Administration to SELCS staff, ensuring contact details and email distribution lists are maintained and up to date.
• To organise School events and organise the School meeting schedule, including booking rooms, catering provision and IT set up.
• To provide secretariat support for all School governance meetings, including preparing agendas and papers, producing and disseminating minutes and ensuring actions are followed up.
• To support the Head of School with travel and accommodation arrangements for work trips.
• To draft routine documentation/letters on behalf of the Head of School or Head of Administration containing sensitive and confidential information.  
• To organise School recruitment activities, e.g. organising interviews and carrying out right to work checks in line with immigration requirements.
• To provide support to the Head of School or Head of Administration regarding the organisation of academic HR matters, e.g. study leave applications, Personal Development Reviews; probationary meetings and fixed-term contracts process.
• To maintain the departmental website, to produce the twice weekly bulletin and monthly School newsletter; Produce and collate statistics from data sets, providing reports accordingly.
• To undertake such specific projects and duties as may reasonably be required by the Head of School and Head of Administration.

Skills and experience
Essential:

• Educated to A-Level or equivalent, including GCSE Maths & English to grade C.
• IT qualification or relevant experience.
• Significant experience of managing and providing administrative support in a complex, busy customer-facing environment, including setting up and reviewing systems.
• Experience of servicing committee meetings, setting agendas, making arrangements, taking minutes and following up actions.
• Previous experience of working with confidential and sensitive information and personal data..
• Excellent communication skills, both written and verbal..
• Excellent interpersonal skills, including the ability to build relationships, respect confidentiality and an ability to deal with staff and students in a sensitive, professional manner..
• Strong organisational and planning skills, and the ability to use initiative and to work quickly and accurately under pressure to cope with competing priorities.
• Excellent IT skills, including MS Office and website content management, and the ability to learn new software packages.
• An ability to work independently and as a member of a team, collaboratively and effectively with academic and administrative colleagues, and with colleagues outside the University.

• Previous experience of HE institutions 
• Experience of arranging events 
• Experience in maintaining web content, ideally having used Sitebuilder previously.

Location
Hybrid on campus and at home

Additional information

• Contract dates: 07/05/2024 - 27/09/2024.
• Advert closing date: 02/05/2024

• A cover letter which discusses how your skills and experiences align with this position.  
• An up-to-date CV.

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