Mullard Space Science Laboratory
University College London
Executive Assistant
Job & Person Specifications
Key responsibilities and outcomes:
PA Support
• Manage and prioritise complicated and hectic schedules in HoD’s diary , and
provide dedicated and executive assistance to HoD, specifically paperwork,
travel arrangements and attending to visitors.
• Provide daily papers, itineraries etc. in advance of meetings.
• Manage financial activities on behalf of Departmental Manager such as
processing orders and expenses and monitoring departmental credit card
records and expense claims.
• Deal with a range of enquiries; open post/faxes/emails and draft papers/
correspondence on behalf of senior staff using initiative and knowledge of the
workings of the department, faculty and UCL.
• Co-ordinate and negotiate with sometimes difficult individuals and conflicting
demands in order to fit in to the schedule of HoD.
• Provide support for research and teaching activities such as preparation of
papers, research grants, producing PowerPoint presentations and lecture
notes; use of UCL systems such as IRIS, Portico, Moodle, SiP, My Finance
and Library searches.
• Proof read correspondence, documents and journals as required.
• Identify research opportunities, scholarships, prizes and draft reports for
requests for approval by LM’s.
• Provide management information to LM’s as requested.
• Assist members of the team with issues that are confidential and sensitive
e.g. staff promotions, salary reviews and strategic development.
Office Management
• Provide a first point of contact for staff, students, visitors and external
agencies. This will include regular contact with senior members of staff both
internal and external to UCL.
• Establish and maintain filing and office systems; reorganise and implement
new systems as necessary.
• Maintain up to date handbook/electronic guide of processes needed to
effectively fulfil office duties.
• Manage office resources such as stationery, telephony and other equipment,
ensuring adequate stocks and licensing up to date as applicable.
• Responsible for identifying information sent to LM/designated staff that would
be beneficial for wider team i.e. HR policy.
• Assist LM/designated staff with personnel administration, including
maintaining staff records and preparing contracts.
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Assist with the recruitment and selection of new staff, such as advertising
vacancies and shortlisting candidates.
Induction of new staff, including organising staff ID cards and demonstrating
office processes regulations.
Assist other members of the team as and when required.
Provide cover for colleagues during periods of absence, or assist with peaks
in workload in other areas.
Supervise temporary staff covering for colleagues or busy periods etc. as
required.
Mentor/coach new and less experienced members of staff as required.
Meetings and Committee Servicing
• Take an active role as a member of a number of committee and working
groups associated with the HoD, providing secretarial support (co-ordinating
agenda, contacting attendees, booking rooms and refreshments, minute
taking etc.) and occasional research.
• Manage travel arrangements of staff, including maintain spreadsheets for
travel and expenses.
• Present information and recommendations on administrative matters as
required.
• Sickness Absence Reporting
• Represent HoD staff at meetings as required.
• Maintain committee documentation.
• Organise meetings on behalf of HoD such as booking tutorials and seminars
etc.
Events and Liaison
• Responsible for organising events such as conferences, open days etc. as
required, including the booking of venues, catering, speakers and ensuring
within agreed budgetary constraints.
• Liaise and communicate with a range of external contacts such as
international bodies and research councils and liaise with internal contacts
such as UCL HR, Finance and other departments
• Maintain databases for departmental events such as invitation lists and
expenditure.
• Provide assistance on projects including carrying out research on current
events of interest.
Other duties
• Maintain departmental noticeboards, ensuring they are up to date and that all
relevant information is posted promptly.
• Undertake training and responsibility for Fire Evacuation/First Aid/Safety as
required.
• Assist with researching and maintaining the department’s website with up-todate information and news pertinent to the needs of the department.
This job description reflects the present requirements of the post, and as duties and
responsibilities change/develop, the job description will be reviewed and be subject
to amendment in consultation with the post holder.
The post holder will carry out any other duties as are within the scope, spirit and
purpose of the job as requested by the line manager or Head of
Department/Division.
The post holder will actively follow UCL policies including Equal Opportunities
policies and be expected to give consideration within their role as to how they can
actively advance equality of opportunity and good relations between people who
share a relevant protected characteristic and people who do not share it.
The post holder will maintain an awareness and observation of Fire and Health &
Safety Regulations.
University College London
PERSON SPECIFICATION
This is a specification of the qualifications, experience, skills, knowledge and abilities
that are required to effectively carry out the responsibilities of the post (as outlined in
the job description) and forms the basis for selecting a candidate.
E=Essential
D=Desirable
Job Title: Executive Assistant
E
Knowledge, Education, Qualifications and Training
Minimum of 5 GCSEs at Grade C or above (Including Mathematics and
English Language) or equivalent, or having acquired relevant experience.
X
Educated to A level standard, or equivalent, or having acquired relevant
working experience.
X
Skills and/or Abilities
Computer literacy and familiarity with the Microsoft suite of software to
intermediate level in Word, Excel, Email, Outlook, diary management
software and the internet.
X
Good interpersonal skills which enable the post holder to tactfully and
assertively communicate with others, and to develop effective, professional
working relationships across UCL and externally.
X
The ability to answer telephone enquiries and draft correspondence,
minutes and summaries in a clear, concise and logical format, whilst
maintaining an acceptable level of accuracy and attention to detail.
X
Proven consistent ability to meet tight individual and group deadlines and to
manage one’s own workload through effective prioritising, time
management and organisational skills.
X
A commitment to customer focus and the need to provide an efficient,
professional and effective service to the many users and contacts both
internally at all levels of the organisation and externally.
X
The ability to be discreet and maintain confidentiality when dealing with a
variety of student and staff data.
X
D
The ability to deal with sensitive information in a professional manner.
X
Ability to use Powerpoint to co-ordinate presentations on behalf of others.
X
A high level of literacy (including experience of drafting minutes of meetings
and correspondence) and an excellent standard of written and spoken
X
English.
Ability to proof read correspondence on behalf of others, ensuring accuracy X
and a close attention to detail.
Ability to investigate, research and collate information, presenting data in a X
clear and logical format on behalf of others.
Experience
Proven experience of providing effective PA support in a complex
organisation, including the effective management of a complicated diary.
X
Experience of servicing and taking notes of meetings, and ability to
transcribe notes accurately and clearly.
X
Experience of processing invoices and expenses using online systems
such as UCL’s Financial Information System (FIS)
X
Experience of organising committees and meetings.
X
Experience of organising and managing events.
X
Experience of working with limited supervision and taking responsibility for
meeting service standards and agreeing targets and workloads.
X
Proven experience of working as a creative and proactive member of a
team.
X
Experience of working within a HE or research environment.
X
Other requirements
Due to the nature of the role the role holder will be expected to work at
evening/weekend events occasionally.
X