Main Purpose of Job
Provide confidential administrative support and committee secretarial support to the CFO, the Chair of Audit & Finance Committee, the Director of Campus Operations, and other members of the Executive team as required.
This role will be fixed term for between 6 and 9 months.
Main Duties of Postholder
* Arrange committee and other internal meetings including co-ordinating and preparing agendas and papers, taking minutes, maintaining action trackers, room bookings: encompassing, but not limited to, Audit & Finance Committee, Science Strategy Group, RESAS Client Office, Income Generation Group, Estates & Facilities, Health & Safety, Heads of Professional Services, annual Hutton Science Symposium; research Peer Support College
* Design and maintain effective administration systems, both general and project specific, to support the Executive team and provide a robust audit trail, providing coordination and control around key financial and governance policies and procedures for which the CFO and wider Executive are responsible, including, but not limited to: risk registers; Institute financial policies; capital approvals; research seedcorn applications; operational plans; annual RESAS metrics reporting; registers of MoUs, partnership and corporate memberships; five-yearly science reviews.
* Support CFO communications, monitor and respond to correspondence and distribute tasks arising from any actions as required.
* Maintain the CFO diary and schedule by arranging all appointments to ensure effective diary management.
* Organise travel and accommodation, prepare weekly itineraries and submit monthly expenses for CFO.
Person Specification
QUALIFICATIONS / EDUCATION
EXPERIENCE
Essential
* Significant experience of providing EA /administration support to senior management.
* Experience of secretarial support to committees and meetings
* Experience of project administration and document management.
* Proven ability to work to deadlines.
Desirable
* Experience of working in a higher education or a research organisation
* Knowledge of database management
SKILLS / COMPETENCIES
Essential
* Excellent IT skills, particularly MS Office (Word, Excel, PowerPoint)
* Excellent communication skills, both oral and written
* Strong planning, prioritising and organisational skills
* Ability to work independently and proactively, as well as part of a team.
* Attention to detail, with high standards of accuracy.
Additional notes
* Flexible / Hybrid working arrangements are possible. Primary work base will be at Hutton’s Invergowrie campus. Must, however, be able to attend any Hutton campus as required.