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Role Description
Faculty/Service:
IT Services
Job Title:
Personal Assistant to IT Senior Management Team
Grade:
4
Category:
Support (IT Services)
Purpose of Post:
To provide high quality, comprehensive, confidential and professional secretarial
and administrative support to the senior management team of IT Services.
Responsible to:
IT Director
Main Duties and Responsibilities:
In line with the University’s Vision 2025 and Corporate Strategy the Personal Assistant will:
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Provide high quality and professional secretarial and administrative support to the senior management
team, using relevant technology and other support mechanisms to the full.
Provide administrative support for meetings including the preparation of agenda items and papers,
taking accurate notes and minutes, noting and carrying out actions and preparing supplementary
correspondence as required.
Create, implement and maintain effective and efficient office systems to support the needs of the
senior management team. This will include storage and retrieval of records, correspondence, reports
and information (electronic and manual), the efficient distribution of written and electronic mail, and
efficient systems to support arrangements for meetings and functions.
Deal with correspondence and administration relating to the senior management team’s work, which
will include drafting reports, communications, briefing notes and taking responsibility for actions as
appropriate.
Organise and manage the diaries of the senior management team, including arranging and prioritising
meetings, agreeing schedules and making travel and accommodation arrangements, preparing travel
itineraries for overseas trips where required.
Support management of the Director’s email, including reviewing inbox, flagging urgent items and
provision of responses where appropriate.
Act as the first point of contact for all those seeking contact with the senior management team,
ensuring a prompt and courteous reception of visitors with prepared and organised itineraries.
Liaise extensively with senior members of the University and external bodies, supporting the senior
management team in carrying their duties.
Maintain records of expenditure incurred by the senior management team, in particular attendance at
meetings, events and conferences, providing financial reports as required.
Support aspects of HR administration including preparation and arrangement of recruitment and
selection activities etc.
Develop and maintain good working relationships with all staff, visitors and external contacts and
maintain a contacts database for the senior management team.
Ensure the appropriate use of information technology to ensure high quality written and presentation
material is available for the senior management team at all times.
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 Develop a working knowledge of the University and its management structures, priorities and plans to
enable an informed and appropriate service to be provided to the senior management team.
 Support the senior management team with any other relevant activities as determined by the Director
of IT Services.
 Support Administration of SAP
This Role Description is not intended to be an exhaustive list of duties and will be subject to periodic review.
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Person Specification
Grade 4
Knowledge
 Secretarial and administrative practices and their application to a senior executive’s office.
 Operations within a large, complex organisation.
 Knowledge of Higher Education Environment.
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Personal Abilities and Skills
 Excellent interpersonal and communication skills, and the ability to demonstrate tact,
diplomacy and confidentiality.
 Effective written skills to include committee servicing and report writing at an appropriate
level.
 Sound time management skills including the ability to organise and prioritise complex
work, cope with pressure and deal with a variety of tasks in a demanding environment.
 A methodical well organised approach to tasks with an attention to detail.
 Ability to work on own initiative and to prioritise own work, with minimal supervision.
 Ability to work as a member of a team.
 Financial administration, including budget monitoring.
 Ability to manage implementation of change and integration of new work areas.
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Experience
 Substantial administrative and secretarial experience at the appropriate level.
 Prioritising, analysing and organising incoming work and providing succinct and
appropriate responses to correspondence and callers with sensitivity and minimum
supervision.
 Establishing and maintaining effective relationships both internally and with external
organisations.
 Maintaining and managing a complex diary system and identifying senior manager’s
capabilities in terms of time allocation and personal callers.
 Compilation of financial information for management purposes.
 Event organising.
 Working with various IT packages including SAP.
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Education
 Minimum of A level or equivalent standard, and/or work experience and staff
development relevant to the post.
 IT Training to an appropriate level.
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