Job description
Job title:
Department/School:
Grade:
Location:
Personal Assistant to Director, RDSO
Research Development and Support Office
5
The University of Bath, Claverton Down Campus
Context: Research Development & Support Office
The Research Development & Support Office (RDSO) is a central Department supporting
academics throughout the University in growing and exploiting research activity as well as
interfacing externally with funding bodies and major collaborators. RDSO has 5 main teams
comprising ~50 staff and occupies 5 locations on Campus as well as Carpenter House in the
City of Bath.
RDSO constantly needs to respond to the changing internal and external landscape through
ongoing service improvements and staff development / recruitment. Effective external
relationships are of growing importance and RDSO has a key role in establishing and
maintaining these at senior and operational level.
The PA to the Director RDSO is a key role that involves the provision of pro-active executive
support to the Director, which includes undertaking a Senior Administrator to role for RDSO
staff at the campus of The University of Bath and Carpenter house.
Job Purpose
This role involves the provision of pro-active executive support to the Director of RDSO and
senior administrative support to the 50 or more members of RDSO staff at the campus of The
University of Bath and Carpenter House. The post holder will be responsible to and will report
to the Director of Research Development & Support Office.
Source and nature of management provided
Director of RDSO
Career and Professional Development Activities
From time to time you may be asked to assist in the facilitation of CPD activities. This will
form part of your substantive role and you will not receive additional payment for these
activities.
Main Duties and responsibilities
PA to the Director

Managing the Directors diary in a way to ensure priorities are reflected and time is set
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aside for planning etc. activities. The job holder has responsibility for arranging
meetings with often senior people from outside the University and needs to do so in a
highly professional manner.

Working with the Director to address matters relating to forward planning of RDSO,
which includes undertaking detailed research and analysis of information/issues,
including analysis and interpretation of data, often confidential in nature.

Providing executive project management support for on-going projects undertaken by
the Director and Deputy Director/Head of Research and Development Collaborations.
These projects are generally pan-University or cross several universities/third parties.

Drafting of papers and reports for senior level internal and external meetings.
Executive support for agenda, report and minute preparation (including the
preparation of templates). Taking responsibility for follow-up actions from meetings,
liaising with senior level staff internally and other Universities, Institutions and
Businesses externally.

Developing, revising and implementing effective administrative policies and
procedures in support of the Director and ensuring that these are documented and
regularly updated. So as to maintain efficiency of RDSO administration.

Establishing and managing effective paper and electronic filing/archiving systems for
the Director in order that information is readily accessible and ordered.

Undertaking role of point of contact from Directors Office to RDSO Finance to ensure
expenditure is consistent with budget.

Taking accurate notes/action lists at meetings e.g. Department Management meeting
and following up actions as required.
Senior Administrative Support to RDSO

Develop, and Manage effective and efficient administrative policies and procedures
for RDSO (including the monitoring of staff in their administrative processes) to
ensure a common, efficient and streamline approach is maintained

First point of contact for the Department, internally and externally. Responsible for
taking external business and related enquiries and effectively signposting to
appropriate RDSO staff or responding personally.

Dealing with diverse issues taking up Department problems relating to both human
and non-human resources. Liaison with Human Resources, BUCS and Estates when
necessary.

Named internal web-contact person to whom enquiries are directed which are passed
on to appropriate RDSO staff.

Frequently receiving external and internal visitors, providing hospitality when required,
where the PA will often be the first personal contact with the Department/University in
a visit.

Setting up new staff members with facilities: desk, PC, stationery etc and provide
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assistance for them to get connected to the University user facilities. Organise
induction meetings.

Handling/distributing post electronic and paper, including arranging couriered post.

Taking responsibility for specific activities e.g. Health & Safety issues in the
Department.
You will from time to time be required to undertake other duties of a similar nature as
reasonably required by your line manager.
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Person Specification
Criteria
Essential
Desirable
Assessed by
A/F
I/T
R
Qualifications
Degree or equivalent training /
qualifications.
X
X
X
X
X
X
Office Project Management.
X
X
Experience/Knowledge
Demonstrable experience of working
as a PA.
X
Excellent organisation and time
management skills.
X
X
Advanced knowledge of Microsoft
Office and other computer packages in
a Windows-based networked
environment.
X
X
X
Experienced in Project Management
Support and tenacity in achieving
results.
X
X
Ability to draft wide variety of
documentation (e.g. routine
correspondence and first drafts of
committee reports).
X
X
X
Proven analytical and problem solving
capabilities.
X
X
X
X
Responsibility for the efficient operation
of an office.
X
X
X
X
Able to deal with confidential matters
with tact and discretion.
X
X
X
X
X
X
Demonstrable experience of working
within higher education.
X
4
X
X
Skills
Excellent IT skills.
X
X
X
Strong organisational ability.
X
X
X
Excellent interpersonal skills and
evidence of dealing professionally with
senior external people.
X
X
X
High standard of written presentation,
accuracy and attention to detail.
X
X
Proactive and positive approach
including supporting colleagues.
X
X
Able to deal with confidential matters.
X
Evidence of political awareness and
ability to act with discretion, tact and
diplomacy.
X
X
X
X
X
X
X
X
X
Attributes
Able to plan, prioritise own workload
and work on own initiative.
X
X
Capable of remaining calm and
effective under pressure; able to meet
tight deadlines.
X
Flexible approach to work.
X
Code: A/F – Application form, I/T – Interview/Test, R – References
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X
X
X
X