Purpose of Role
We are seeking to recruit a Senior Executive Assistant to provide high quality support to our University Executive. The ideal candidate will act as a point of contact for the Deputy Principals (DP), both internally and externally, whilst supporting other Executive Assistants and Admin Assistants within the group to drive collaboration and effective team working.
This role includes providing information and administrative support to the senior leaders they support, determining work priorities and managing information, decisions and communications from the office, and developing and implementing projects (when required). The role holder will be responsible for the day-to-day operational aspects of work such as diary management, email prioritisation, meeting coordination, travel arrangements, purchasing and invoice payments. Other tasks will include communication with internal colleagues and external bodies and a variety of discrete tasks and projects. In this, the job holder will be expected to manage their own workload, as well as delegate tasks to others in their team and will be the designated expert user of related IT systems.
The appointed Senior Executive Assistant will have a proven track record in the delivery of administrative services to high-level management. The job holder will be expected to develop and maintain a broad knowledge of activities and will be expected to manage general administrative support tasks, such as general filing and archiving (in line with Data Protection and Retention of Records requirements), they will be relied upon to provide excellent administrative services and promote a high quality, professional business environment. Highly digitally literate, the post holder will drive communication and team working across their team through the development and roll-out of relevant supporting tools where relevant. There is a possibility for line management in the role in the future.
Summary of Key Duties and Responsibilities
1. Preparation of papers for meetings, and organising diary appointments.
2. Securely managing travel, expenses and other general budget management utilising a departmental purchase card to make authorised purchases.
3. Receive, understand and convey information in a clear and accurate manner, for example drafting meeting notes and circulating to the right people to tight deadlines, or engaging personally, by email or by telephone.
4. Be supportive and encouraging of others in a team and help build co-operation by setting an example and showing a flexible approach to deliver team results, for example by contributing to the work of the team and helping coordinate work to meet deadlines.
5. Deal with internal and external contacts who ask for service or require information.
6. Create a positive image of the University by being responsive and prompt in responding to requests and referring the user to the right person as necessary.
7. Designated Service Expert/ Lead User of ERP, Office 365 and Admin Control (app used by University Executive) providing advice and guidance on various processes.
8. Contribute to decision making by providing relevant information and opinions to meet individual/team goals, anticipating any issues which need to be taken into account and using sound judgement to make decisions with limited or ambiguous data.
9. Plan, prioritise and organise own work to agreed objectives; as well those of their team.
10. Solve standard day-to-day problems, identify their cause, choose the best option available, and take proactive actions to resolve the problem.
Education, Qualifications & Experience
These are the criteria on which the short-listing and recruitment selection will be made.
This role requires digital literacy, organisational ability, proactivity and accuracy. Knowledge of the University's policies, procedures and processes is advantageous, as is experience of working with committees and other complex meeting groups.
Essential
11. Educated to first degree level or equivalent practical experience in the workplace.
12. Experience of working within a similar fast paced environment with proven relevant experience of supporting senior level management
13. Demonstrable experience in managing a team, including strong people management skills.
14. Competent and proficient in the use of Office 365 and other IT packages
15. A high degree of attention to detail and accuracy of working; and experience of team working and effectiveness as a good team player.
16. Well-developed interpersonal skills
17. Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment.
18. Demonstrable professional and proactive approach
Desirable
19. Experience of working in the Higher Education sector is highly desirable.
Competencies, Tasks and Responsibilities
The tasks and responsibilities listed under the following Competency Headings form part of all management roles in the University at this level and it is expected that the role-holder will perform them to at least an effective standard at all times.
Decision Making
20. Delegate and monitor workload and objectives for team balancing conflicting demands from customers and staff.
21. Provide advice and guidance, respond to queries and refer more complex queries to more senior members of the team as appropriate.
22. Understand the appropriate tools to use when undertaking day to day tasks.
23. Provide timely and accurate advice to customers and stakeholders based on your technical or specialist knowledge.
24. Assess the risks of various options and work with the relevant customer/stakeholder to achieve the optimum outcome.
Planning and Organising
25. Plan annual programme of routine events and workload to meet deadlines imposed externally.
26. Manage the organisation of meetings/workshops/events for internal or external customers, including room and equipment, hospitality and invites to attendees as appropriate.
27. Manage the filing, archive and data destruction in line with the University Data Protection & Retention Policy
Initiative and Problem Solving
28. Act as point of contact for advice from customers by phone, email, system-generated and in person
29. Identify and support process improvement.
30. Use judgement and past experience to solve non- routine problems referring to line manager when required.
31. Carry out compliance/safety checks as appropriate.
32. Set and monitor standards for self and team.
33. Through continuous development, use knowledge and experience to operate at a level which is non-routine.
Teamwork
34. Clarify requirements and agree clear objectives for team members.
35. Contribute to and provide support and encouragement across the team.
36. Build cooperation and set example by demonstration a flexible approach at all times.
37. Cover for other peers in the team and for line manager as required.
38. Participate in working groups and committees within the team, School/Directorate and across the University as required.
39. Train and assess team/colleagues/students in operational activities within your area of expertise, through effective transfer of your skills and knowledge.
Service Excellence
40. Create a positive image of the University by being responsive, prompt and courteous when responding to requests or enquiries from customers.
41. Proactively seek to understand and react to the needs and requirements of the customer.
42. Adapt and change service to meet the requirements of the customer.
43. Set standards for the service team.
44. Comply with University Policies when managing or processing personal and other confidential information at all times.
45. Demonstrate a clear understanding of regulations and procedures, and the implications of non-compliance on others.
46. Produce reports for senior management as requested.
47. Liaise with internal and external teams, committees, bodies etc. to ensure an effective service.
48. Process information, for example as relevant to role, applications, offers, contracts, orders, records, payments in accordance with agreed service levels and information security procedures
49. Ensure working areas are clean and tidy in line with appropriate H&S requirements.
Clear and Consistent Communications
50. Maintain confidentiality at all times by following university policies and guidance in managing confidential information and personal data.
51. Using all forms of media, including Social Media where appropriate:
52. Write/review papers, policies, guidance and briefings for internal and external audiences and stakeholders.
53. Write communications, [for example, as relevant to role] brochures, advertising materials, web content as appropriate.
54. Write letters, emails and other direct communication to individuals and groups.
55. Review and advise on non-standard communication with sensitive/complex/confidential matters drafted by members of the team.
56. Explain regulations, operating instructions or course information to colleagues and direct reports.
57. Manage diaries and emails where appropriate.
58. Disseminate news and information to relevant customers and colleagues.
59. Ensure accurate completion of documentation, records and reports.
60. Communicate and liaise with the wider university body as well as users of university services and/or external consultants/suppliers.
Citizenship
61. Demonstrate the University Values at all times through performance and behaviour.
62. Participate in ad-hoc duties to support the team/University and for personal development.
63. Support newer or inexperienced colleagues within and outside the University by offering support, help and advice.
64. Positively promote the University internally and externally through positive behaviour and supporting University-wide activities
This job description is intended as a flexible framework which outlines the key general areas of activity in your position. Other activities may be required which are not outlined above but which are appropriate to the position and grade. Your personal objectives (Forward Job Plan) will also set out specific tasks and objectives for you to achieve, including objectives to help your career development.