________________________________________________________________________________________
Faculty/Service: Academic Registry
Job Title:
Grade:
Category:
Job Purpose:
Personal Assistant and Office Manager
4
Support
To provide high quality, comprehensive, confidential and professional secretarial and administrative support to the Registry senior management team; also to provide effective office management to support the efficient operation of the Registry.
Responsible to: Academic Registrar
Main Duties and Responsibilities:
In line with the University’s Vision 2025 and Corporate Strategy the Personal Assistant will:
PA DUTIES

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.

Proof read documents and correspondence for Senior Management team, taking appropriate measures to amend

Draft and develop presentations in line with requirements of Senior Management Team

Preparing papers for committee meetings and other working groups as directed.

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 Academic Registrar’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 fulfilling 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.

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.
OFFICE MANAGEMENT DUTIES

Co-ordinate procurement and budget monitoring activities for the Registry, liaising with key budget holders and ensuring up to date knowledge of actual and projected expenditure.

Manage support systems for the Registry, including share directories and local databases

Oversight of routine HR administration such as PDA completions, leave and time-keeping records to ensure effective implementation of University policies.

Proactive liaison with Marketing to develop and maintain Registry web pages.

Co-ordination and development of web content for the Registry; proactive maintenance of Registry web pages to ensure up to date and accurate links.

Taking particular responsibility for aspects of registry events, such as a specific support role for congregations or Higher Education Review, as required.


Proactive support for projects initiated by the Registry senior management team.
Support the senior management team with any other relevant activities as determined by the Academic
Registrar.
This Role Description is not intended to be an exhaustive list of duties and will be subject to periodic review.
Additional Information
References
Contact with your present or most recent employer will be made if you are offered the position. Please complete the relevant section in the application form.

________________________________________________________________________________________
2.
1.
School/Service:
Job Title:
Grade:
Academic Registry
Personal Assistant and Office Manager
4
Specific 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.
Skills and Abilities
Excellent interpersonal and communication skills, and the ability to demonstrate tact, diplomacy and confidentiality.
E/D
E
E
E
E
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.
E
E
3.
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.
Excellent proof reading skills
Ability to manage implementation of change and integration of new work areas.
Experience
Substantial administrative and secretarial experience at the appropriate level preferably within the UK HE sector.
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
4. capabilities in terms of time allocation and personal callers.
Compilation of financial information for management purposes.
Event organising.
Excellent IT skills including standard office packages
Experience of working with various IT packages including SAP and/or SITS.
Education/Training
Minimum of A level or equivalent standard, and/or work experience and staff development relevant to the post.
IT Training to an appropriate level.
Legend:
E = Essential D = Desirable
E
E
E
E
E
E
E
E
E
E
E
E
E
E
D
E