Personal Assistant

Reference
1091136

Branch
University of Warwick

Start date
20/01/2025

Duration
2 Months

Hours and days
0.5 FTE - 18.25 hrs across 4 days

Dress code
Smart Casual

Rate of pay
£13.72

Holiday rate
£1.66

Role

To support the effective running of the Department of Chemistry through the provision of comprehensive administrative support, to the Head of Department and Senior Leadership team in support of their department management responsibilities.

Duties and responsibilities

Head of Department and Senior Leadership Team Administrative Support

• To provide proactive support to the Head of Department, anticipating their needs and continually monitoring their commitments to ensure they are fully prepared for upcoming meetings and diary clashes and conflicts are prioritised and managed.
• Act as a channel for the flow of high-level and sensitive information received internally or externally and be the point of liaison for communications to the Head of Department, making executive judgements as to which matters to refer and to whom. Maintain records on actions required and proactively follow-up to ensure that deadlines are met.
• Provide administrative support to the Head of Department (and wider leadership team as required) ahead of meetings and events, ensuring they are fully briefed.
• To advise the Head of Department, and wider leadership team as required, on impending deadlines for both internal and external commitments and provide support for these.
• Provide diary management support to the HoD and (where appropriate for their management roles) the Senior Leadership Team (prioritising appointments, monitoring clashes).
• Research, organise and book travel arrangements and prepare accompanying travel documents and visas, meeting papers and other relevant information for the Head of Department and wider leadership team as required.
• Prepare correspondence on behalf of the HoD.
• Any other duties commensurate with the grade and level of responsibility of this post as
• required by the Head of Department or Director of Operations.
• Act with professionalism at all times, show respect to colleagues and understand and adhere to the University's value of dignity at work. Work collegially and support all the teams with which you have contact in achieving the University's objectives.

Skills and experience

• Education to A-Level standard (or equivalent level professional qualifications); GCSE (Grade A*- C) or equivalent in Maths and English.
• Proven experience and knowledge of administrative, secretarial, and organisational support and working within a busy office with diverse and competing demands.
• Strong interpersonal skills, including the ability to build relationships with senior colleagues in a sensitive, professional manner and to work effectively across teams and with a variety of stakeholders both internal and external.
• Demonstrable ability to work independently, to be proactive, use initiative and to apply knowledge flexibly in a range of situations.
• Ability to manage highly confidential and sensitive matters with discretion and tact.
• Excellent organisational skills, with the ability to balance competing priorities, working quickly and accurately under pressure to meet tight deadlines.
• Flexibility with the ability to adapt positively to changing circumstances and new developments and assimilate new information quickly with a customer- focused attitude.
• Excellent working knowledge of MS Office, including Word, Excel, PowerPoint, Teams, and Outlook (email and electronic diary management),
• High level of accuracy and attention to detail.
• Strong communication skills including the ability to communicate effectively in English, both verbally and in writing.
• Demonstrable team working attitude, including the willingness to contribute to a positive team culture.
• An ability to work collaboratively and effectively with academic and administrative colleagues, and with colleagues outside the University to promote collegiality.

Location
Campus/Hybrid Working arrangement

Additional information
Advert closing date: Midnight on 8/1/25

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