EXECUTIVE ASSISTANT TO THE DEAN AND DIRECTOR

Start: 11 th Mar 2022

End: 10 th Jun 2022

Main Purpose of the Role

The Administrator/EA undertakes the management of all correspondence, extensive diary management; arranging appointments, meetings, preparation for meetings including coordinating speakers, agenda and papers, taking minutes, keeping track and following up on actions, preparing reports, supporting interviews and other events and working independently on specific tasks. The Administrator/EA is responsible for the smooth and effective running of the office, establishing systems to maximise efficiency, anticipating administrative needs and ensuring that all work is produced to a high standard and meets specified deadlines. The role holder will also have responsibility for managing one-off tasks and undertaking specific projects/activities.

Duties And Responsibilities

• To provide administrative support to the Dean of the Faculty and the Director of Operations, including the management of electronic diaries and inboxes, the coordination of all travel arrangements and the preparation of papers and briefing notes, ensuring appropriate prioritisation and balancing of commitments.
• To provide administrative and operational support to the faculty management team, including the coordination of large and complex internal and external meetings and the physical production of strategic plans and other documentation.
• To draft and produce correspondence and documentation to a high standard on behalf of the Dean and the Director of Operations.
• To provide high-level support for Faculty related committees and meetings.
• To be responsible for supporting relevant School level Boards as directed by the Faculty Officer.
• To plan and coordinate delivery of a cycle of training courses, workshops and events as directed by the Faculty Officer.
• To provide organisational support for the delivery of an annual conference for professional staff across the Faculty and to contribute to planning and support for a range of events organised by staff across the Faculty
• To manage the administration of all promotion and increment requests requiring Faculty approval.
• To assist with the recruitment process for staffing within the Faculty Office by organising interview panel dates, liaising with panel members and communicating with candidates.
• To act as purchasing officer for the Faculty Office, raising requests, processing internal transfers, maintaining an overview of faculty purchase card expenditure ensuring all receipts are collated and filed, and logging all expenditure on an Excel spreadsheet.
• To assist in the development of PowerPoint presentations for the Dean and the Director of Operations.
• To undertake research on various issues requested by the Dean, the Director of Operations or the Faculty Officer and present a summary of findings. Being the first point of contact for general queries, signposting to appropriate support and passing on to relevant colleagues when required.
• To establish and maintain a robust filing system that facilitates ease of access to appropriate information by members of the team for all Faculty-level activities.
• Managing one-off tasks independently on behalf of the Director/Dean as and when required.

Person Specification

• Working in a senior PA/EA role for a large or complex division/directorate within a health or university setting.
• Managing a busy, complex electronic diary, prioritising effectively, and exercising sound judgement in managing competing demands.
• Ability to work to deadlines and under pressure, with high attention to detail.
• Experience of servicing high-level committees (with diverse membership) and minute taking.
• Experience of implementing and maintaining efficient office systems and procedures.
• Experience with maintaining websites.
• Excellent IT skills at advance user level in MS Office (Outlook, Word, Excel, PowerPoint, Teams, etc.).
• Excellent written and verbal communication skills, including the drafting of emails, letters, papers and reports on behalf of senior colleagues
• Ability to communicate and deal effectively and professionally with a wide range of people at all levels in and outside the University
• Ability to be discrete and maintain confidentiality
• Ability to prioritise work under pressure of competing demands and at the same time maintaining high standards to tight deadlines
• Resourceful and able to work independently using well-developed initiative under minimal supervision, recognising when advice/input needs to be sought
• Demonstrable excellent organisational skills with a methodical approach and an eye for detail, able to maintain accuracy while working under pressure
• A flexible attitude to work, including the ability to take up new tasks when required
• To be proactive and have initiative and ability to judge when to use it
• To be dynamic and forward thinking
• Ability to quickly become competent in local databases and IT packages undertaking formal and informal training where necessary to update skills
• Experience of managing large-scale events
• Committed to providing a responsive and helpful service
• Documenting and sharing solutions
• Anticipating issues and adjusting approaches when necessary

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity