PA/EA

Temporary assignment

Monday to Friday

Morning shift

To apply for this role you need:

• References from last 3 years
• Updated CV

Overall Purpose of the Job:

This is an important role in providing high level, confidential and comprehensive secretarial and administrative service for the Director of Communications, Marketing and Student Recruitment, and the Director of Communications.

Key Responsibilities, Accountabilities or Duties:

Personal Assistant to:

Director of Communications, Marketing and Student Recruitment

Director of Communications

To provide full administrative and secretarial support as follows:

* Dealing with a wide range of materials including that which is highly confidential and politically sensitive in nature.

* Managing diaries, including the prioritisation and filtering of requests for meetings and making detailed arrangements for meetings. Using own initiative to schedule appointments, organising the provision of any relevant materials.

* Servicing meetings as required, including preparing and distributing agendas, taking minutes and collating actions.

* Acting as a first point of contact within the directorate, responding to queries and fielding and/or redirecting communications as necessary.

* Organising meetings and events, ensuring all the necessary arrangements are in place and of the highest standard with the minimum of supervision.

* Liaising with key internal and external stakeholders, many of whom will be at the highest level of seniority, taking full account of any protocols for communications.

* Maintaining filing, retrieval and retention of documents in accordance with the University's procedures, as well as carrying out other related office management duties as required.

* Assisting with booking travel and hotel reservations as required. Preparing itineraries where necessary and ensuring all paperwork is in order.

* Organising video conferences and meetings and booking relevant AV equipment.

* Assisting with raising purchase orders and managing expenses claims and duties of a similar financial nature. Ordering of stationery and office equipment, and also arranging for equipment to be services.

* Preparation of PowerPoint and other presentation software.

* Assisting with a range of project work as appropriate.

* Undertaking other such duties to ensure the smooth functioning of the office, maintaining confidentiality and discretion in keeping with University policies and procedures.

Essential Knowledge, Skills and Experience:

The postholder will have:

* A good general level of education.

* Experience as a personal assistant within a University or an equivalent major organisation.

* A high level of competence in the use of information technology including packages such as Microsoft Office, the Internet, commercial applications and databases and spreadsheets.

* A level of competence in the preparation of PowerPoint presentations.

* Good interpersonal and communication skills, both orally and in writing, with experience of the protocols for handling important visitors to the University, an ability to communicate effectively with a range of stakeholders at all levels, internally and externally.

* The ability to work in a busy work environment, as part of a team.

* Good time-keeping, able to meet deadlines and complete tasks quickly when required.

* Ability to practically prioritise tasks and take a proactive approach to manging workload.

* A willingness to develop an understanding of the broad functions and structure of the University.

* Effective work methods, undertaking duties in accordance with the requirements of the University's Health and Safety Policy; financial and other regulations.

* A willingness to undertake any training relevant to the role.

* An interest in marketing and communications.

Personal qualities of the highest order and highly developed interpersonal skills which enable the post holder to:

* Demonstrate a flexible approach to work having the ability to react to changing and sometimes conflicting priorities/commitments as well as to emergencies.

* Employ a high level of discretion, using tact and diplomacy when necessary.

* Display regular use of initiative and be self-starting.

* Be capable of organising their own workload with a flexible approach, introducing changes to working practices as necessary and be able to work with minimal or no supervision.

If you are interested and can provide the above details, please apply today or give us a call on !

Shortlisted candidates will be contacted for an interview.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.