Personal Assistant x2

Reference
1089010

Branch
University of Warwick

Start date
18/11/2024

Duration
3 Months

Hours and days
Full Time (36.5hours per week University standard)

Dress code
Smart Casual

Rate of pay
£13.72

Holiday rate
£1.66

Role

To provide high level PA support to the People Leadership Team. Providing a wide range of administrative, organisational and secretarial activities, ensuring the Directors are able to operate smoothly and efficiently. Provide an efficient and effective service to all who liaise with the Directors.

Duties and responsibilities

Support for the Directors 50%

• Complex diary management, through liaison with senior internal and external colleagues and wider University staff at all levels. Making key decisions on behalf of the Directors regarding priority of appointments to ensure efficient use of their time. This often involves last minute re-organisation, and/or changes in priority.
• Arranging appointments, meetings and events, including attending and producing minutes, preparation of agendas and previous minutes as required. Acting as first point of contact for the Directors, providing initial response to telephone enquiries and responding to emails where required.
• Dealing with correspondence in a timely and appropriate fashion, drafting responses and using own judgement to forward incoming mail for action and follow–up.
• Ensuring Directors are prepared for meetings with necessary paperwork etc. 
• Liaising with other University departments on behalf of the Directors.
• Arrange travel itineraries on request, including accommodation arrangements and creation of purchase orders

General team administration and support 20%

• Running reports as required.
• Maintaining a comprehensive electronic filing system.
• Ensure all communication and record keeping is GDPR compliant.
• Responsibility for recruitment and induction arrangements.
• Arranging PDR review meetings.
• Ensuring departmental absences are recorded and monitored accordingly (including sickness, annual leave, time off for dependents etc.)
• Maintaining up to date staff contact details and mailing lists, diarizing and communicating, where appropriate, staff availability.
• Liaison with the Departmental Administrator in respect of IT equipment, maintenance etc.
• Producing PowerPoint presentations on behalf of Directors.
• Carrying out basic research and preparing briefing documents relating to team’s activities.

Specific project support 30% 

• To support other teams, as appropriate and any such duties as required by Management from time to time commensurate with the level of responsibility.
• To support the effective running of the Department and to lead on specific ad-hoc projects which may cover the broad spectrum of departmental activities.

Skills and experience

(E – Essential, D – Desirable)

• Good educational background to A Level or equivalent (E)
• IT qualification (or relevant experience) (D)
• Related training and appropriate certification, e.g. in office administration, secretarial skills, financial processes, IT skills (D)
• Proven senior level secretarial/PA support in a busy customer-facing office environment, including diary management, records & filing maintenance, meeting/event organisation, arranging travel bookings (E)
• Previous experience of HE institutions (D)
• Previous experience of working with sensitive information and personal data (D)
• Experience of working in a confidential environment (D)
• Ability to apply judgement to sensitive and demanding priorities (E)
• Excellent written and oral communication skills (E)
• Proficient working knowledge of MS Office, including Word, Excel, PowerPoint, Outlook (email and electronic diary management), website management and the ability to use a database(s) (E)
• Ability to manage highly confidential and sensitive matters with discretion and tact
• Excellent time management with the ability to balance competing priorities, working quickly and accurately under pressure to meet tight deadlines (E)
• Ability to be proactive, use initiative and to apply knowledge flexibly in a range of solutions (E)
• Well-developed organisational skills and experience of scheduling events (E)
• High level of accuracy and attention to detail (E)
• Ability to identify problems and anticipate solutions (E)
• Excellent attention to detail (E)
• Ability to work as part of a team and on own initiative, with little supervision (E)
• Knowledge and understanding of the General Data Protection Act (E)
• Ability to adapt to changing and challenging circumstances (E)
• Ability to identify and anticipate solutions to demands on the Directors (E)

Location
Campus – University House

Additional information
Advert closing date: Midnight on 5/11/24

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