Taskmaster Resources Ltd have been workign in partnership with the University of Huddersfield since August 2014 and at the this time we are looking to a recruit an experienced Executive Assistant/PA for a 3 month contract from 1st April.
Job Purpose
The post reports to the School Operations Manager and will provide efficient, professional, and confidential administrative support for the Dean and School Senior Leadership Team (SLT).
Main Duties and Responsibilities
1. To provide executive assistance to the SLT, under the direction from the School Operations Manager and Executive Officer, comprising:
a. Proactive diary management and working across the School to ensure the Dean and Heads of Department are visible and available to staff and students.
b. Coordination of a busy inbox, preparing, and managing incoming/outgoing communications, responding to standard enquiries, and flagging complex or urgent matters where necessary.
c. To ensure all matters are dealt with appropriately, prioritising and referring on to others as necessary.
To be considered for an interview, please make sure your application is full in line with the job specs as found below.
2. To provide confidential secretarial, administrative, and diary management support to designated members of the SLT.
3. To assist with the co-ordination and planning of business activities and administrative functions including:
a. Complex national and international travel for designated members of the SLT.
b. School events, such as staff briefings, informal gatherings, social and celebratory events on behalf of the SLT.
c. Support for arrangements for high profile events, visiting delegations and VIP visitors for the School.
d. Supporting key administrative functions of the Schools operations, including student uniforms, clearing and the management of the Estate.
4. To develop and maintain strong working relationships with colleagues across the School and other high profile offices, internally and externally, being a reliable first point of contact on behalf of the Dean and dealing with enquiries on their behalf where possible.
5. To act as meeting/committee secretary as required, including the drafting of agendas, collating, and circulating papers, preparation of standard reports, production of concise and accurate minutes/notes, and recording and ensuring the timely follow up of actions.
6. To provide procedural advice and guidance to academic and professional services staff on the interpretation and implementation of relevant aspects of the Universitys regulations, and other relevant policies and procedures.
7. To develop and maintain strong working relationships with colleagues across the School and other high profile offices, internally and externally, being a reliable point of contact and dealing with enquiries where possible.
8. To assist with the day-to-day functioning of the Deans Executive Team.
9. To be responsible for ensuring the accuracy and completeness of relevant information on SharePoint, including the School SharePoint site and distribution lists.
10. To ensure that robust systems and processes are established, as relevant to the responsibilities of the role, both for the storage and retrieval of information, and to ensure that deadlines for action are met.
11. To observe confidentiality, judgement and discretion in all matters relating to the work of the Dean and SLT.
12. To provide cover for aspects of the Executive Officer role as required, for example during periods of annual leave.
13. To undertake staff development training as required. To maintain and develop skills and competencies in accordance with job requirements as part of continuous professional development.
14. To support and promote the University of Huddersfields values, working with colleagues to embed them as a way of working within the School.
15. To contribute to the efficient and effective operation of the School through:
a. A professional, collegiate, and customer-orientated approach to service delivery.
b. Positive participation at relevant meetings and working groups.
c. Collaboration and liaison with external contacts, students, and colleagues throughout the School and University, acting as a point of contact where appropriate.
d. The maintenance of an appropriate working knowledge of other areas of the team to provide cover and continuity of service as required. xsngvjr
16. To undertake any other duties commensurate with the grade of the post that might be required.