Our client has a permanent vacancy for a PA to provide a proactive and professional support to the Director of Information Services. You will undertake responsibilities to manage his/her office effectively, overseeing the administrative workings of the function for which he/she is responsible, to ensure efficiency and making recommendations for improvements when necessary. You will also be supporting financial processes within the Department.
This role is service-orientated and you will work with efficiently, with professionalism and high standards of customer service.
Manage the office in an efficient and effective manner, maintaining the required levels of confidentiality; prioritising tasks for the Director; bringing forward reminders for his/her attention; delegating tasks to others as appropriate; managing the diary, correspondence (primarily email) and telephone.
Respond to correspondence and enquiries, following up actions proactively, often without reference to Director; provide advice and guidance to staff members on a range of organisational issues; be a principal point of contact in the absence of the Director.
Act as Secretary to various projects/management events, coordinating and preparing agendas and following through actions, occasionally attending university or external meetings as a representative.
Raise orders for the services (normally excluding software and IT hardware). Accurately process invoices and internal recharges. Liaise with finance/suppliers regarding invoice/order queries.
Organise travel and associated itineraries, arranging visas as required, compiling and processing expenses. Organise travel and accommodation for whole Dept. Organise external staff training course. Responsible for organising/co-coordinating department events such as team building, quarterly staff meetings, Xmas social events.
Co-ordinate Higher Education returns, insurance submissions and financial year end processes. Manage central holiday, absence and IS Executive team offsite details in shared calendar.
Excellent organisational and administrative skills.
Exceptional oral and written communication.
Able to assess priorities effectively and meet deadlines.
Accuracy and attention to detail.
Discretion and an understanding of confidentiality issues.
Confident and articulate with strong customer relationship management skills, able to influence others positively when required.
Due to the large number of responses we receive it is not always possible to respond to every application. We will only contact those candidates short-listed for this role. If you have not heard from us within 7 days please assume you have been unsuccessful on this occasion. If you wish to apply for further roles please do so. We will retain your details on file and contact you should a suitable vacancy become available.
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