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Personal Assistant

LSBU Employment

London

Permanent

£28264 - £29727/annum

SE10AA

Posted: 18/06/2022

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Please note, this is a permanent role. The pay rate for this role is based on a yearly salary of £28,264- £29,727.

This role is entirely on site at Technopark in London Road, and cannot be performed at home.

Purposes of the post

To provide a high standard of administrative and clerical support to the Dean and the School Executive Team (SET) in relation to day-to-day management activities and bespoke School initiatives. The postholder will be the first point of contact for external stakeholders.

To establish, improve and monitor the processes and systems that will enable the Dean to work effectively.

To work as part of the administrative team, to support a range of work within the School, in particular supporting the Director of Operations as and when required.

MAIN ACTIVITIES AND RESPONSIBILITIES

1. Support the Dean to successfully manage the operations and activities in the Dean’s Office, including administration, diary management, liaising with external organisations, and arranging events and visits.

1. Provide administrative support for meetings including booking rooms and catering, preparing agendas, papers, and reports, taking notes and producing minutes in a timely and accurate manner.

1. Support the Dean to successfully manage the operations and activities in the Deans’ Office, including administration; arranging meetings, events and visits (e.g., Away Days, Forums, Tea with the Dean, etc.)

1. Provide support to the Dean and SET with HR activities including the recruitment of permanent/visiting staff, undertaking right to work checks, and on boarding of new staff.

1. Act as the first point of contact for enquires and visitors to the Dean’s Office.

1. Provide support to the Director of Operations, particularly in relation to procurement (e.g., raising purchase orders, making credit card purchases etc.).

Shared Responsibilities

1. Provide administrative support for out of hours and off sites activities, e.g., Open Days, Offer Holder Days, conferences and events, outreach, Taster Sessions, Induction, etc.

1. Respond to written and oral queries from staff, other university departments and external contacts in a professional, sensitive, confidential and effective manner, re-directing queries where appropriate.

1. Assist in the preparation, collection, collation and dissemination of information as requested by the Dean and SET.

2. Work with the School Administration Team on joint administrative activities as required.

1. Undertake duties of and provide absence cover for other members of the School Administrative Team as and when required, to ensure continuous support is provided.

1. Undertake other reasonable duties as agreed by the Director of Operations, commensurate with the level of the role, which may be necessary, from time to time, to meet the requirements of the School.

The line manager may request additional duties that are within the scope, spirit and purpose of the role. Within reason, the duties and role of the post holder may be changed, after appropriate consultation, in response to changing organisational requirements. It is expected that the post holder will not take annual leave during key points in the academic calendar.

SELECTION CRITERIA

D = Desirable, E = Essential

1. A minimum of two years practical administrative experience (E) and knowledge of typical procedures in an office environment (D) preferably within the education sector (D).

1. Excellent organisational and administrative skills (E) and be able to: use initiative, plan, prioritise and organise own varied workload, in a timely manner (D), to approach challenges/problems in a flexible, creative and proactive way (D), and to operate flexibly either as part of a team or independently (E).

1. An ability to identify own training needs (D) and those of others (D) in order to provide meaningful appraisal and staff development. A commitment to personal development (D)

1. Highly effective interpersonal and communication skills, both oral and written (E). Experience of working in a customer service environment (D).

1. Experience of organising meetings and taking formal minutes (E).

1. A commitment to, and experience of, the application of ICT in administration (E). Knowledge of word processing, databases and spreadsheets (E) and of the use of the internet (D). Willingness and ability to learn new packages in order to carry out the duties of the role (E).

1. An ability to demonstrate an understanding of, and commitment to, equality and diversity, and its practical applications (E)

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