Main purpose of the job
This post provides essential support for the Director and GBSH, it plays a key role in the running and administration of the GBSH. The main purpose of the role is to provide effective and efficient secretarial support and participate in meetings and committees as well as contribute towards the smooth running of GBSH operations.
Personal assistant including diary management: Providing dedicated support to Professor Nora Colton, Director of the Global Business School for Health, including diary management, arranging meetings and travel and document management.
Administrative support: The postholder will carry out administrative support duties including staffing administration, providing secretarial support for boards and committees, supporting events and looking after the office space, including ordering stationery and liaising with maintenance teams.
Duties and responsibilities
Personal Assistant to Director of GBSH
1. Efficient diary management, prioritising as appropriate and ensuring flexibility as required for Professor Colton.
2. Develop an understanding of Professor Colton's roles, both within and external to Client, to be able to prioritise diary requests.
3. Meet and greet visitors to Professor Colton, liaising with reception and security staff, and providing directions in advance to
4. Answer email correspondence, phone calls and deal with enquiries in a timely manner on behalf of Professor Colton.
5. Provide papers, itineraries in advance of meetings and trips as required.
6. Provide information and documents as
7. Arrange meetings, lunches, dinners,
8. Assist with the development of presentations and drafting correspondence as
9. Arrange UK and overseas travel for Professor Colton, to include booking flights, trains, accommodation, arranging visas and liaising with the organisation to be
10. Place orders and support expense claims for Professor Colton.
Administrative support to GBSH
General administration
11. Provide a first point of contact for staff, students, visitors and external agencies. This will include regular contact with senior members of staff both internal and external to
12. Maintain paper and electronic filing and office systems and mailing
13. Assist members of the department with administrative tasks as
14. Manage office resources such as stationery, ensuring adequate stocks and licensing is up to date as applicable.
15. Order kitchen/office equipment or furniture as
16. Place maintenance or cleaning requests and liaise with facilities staff as
17. Provide cover for colleagues during periods of absence and assist with peaks in workload in other areas.
18. Help new staff understand office
Qualifications, experience and knowledge
Educated to A level standard, or equivalent, or having acquired relevant working experience (for example, with writing a range of correspondence and numeracy).
Experience of working in an administrative position incorporating an EA/PA role in a large or complex organisation.
Experience of organising committees, meetings and events, including minute taking.