Overview
Support the Assistant Director of Research, Partnerships and Innovation (RPI) / Director Regional Engagement and Innovation. Key duties include diary management, organising and supporting meetings and events, and coordinating with other personal assistants to prioritise and schedule a range of activities. As a member of the RPI support team you will act as the first point of contact for operational queries and support processes related to finance, recruitment, induction, and Health & Safety. Training will be provided on university processes and systems.
Responsibilities
* Proactively manage the diary of the Assistant Director, working closely with other personal assistants and teams within and outside the organisation to ensure efficient delivery of objectives.
* Work with discretion, respecting confidentiality, data protection and other relevant aspects of supporting senior staff.
* Organise and coordinate meetings, events, workshops, social activities for university colleagues and external stakeholders and funders, maintaining a collaborative approach.
* Undertake full committee servicing, including scheduling, production of documentation, taking minutes and ensuring action items are followed up in a timely manner.
* Support the department’s facilities management duties, including reporting building faults, purchasing IT equipment and reviewing office space usage.
* Act as an active member of the Health & Safety Committee, including acting as DSE (Display Screen Equipment) Assessor for the team (training provided).
* Build strong, productive relationships with academic and professional service colleagues and external stakeholders to ensure appropriate and effective support is provided.
* Assist with recruitment and induction of new staff, advise colleagues on policies for use of relevant university systems, and place orders for catering etc.
* Prepare accurate requisitions, purchase orders and sales invoices in accordance with the University’s financial directives (training provided).
* Work flexibly when needed to meet priority administrative needs across RPI.
* Proactively develop skills through ongoing professional development.
* Carry out other duties, commensurate with the grade and remit of the post.
Qualifications
* G.C.S.Es at Grade C or above, including English and Maths (or equivalent).
* Previous experience in a personal assistant role in any workplace context.
* Knowledge of standard office procedures through relevant qualifications or work experience in an administrative role.
* Ability to plan, prioritise and deliver your own tasks, and collaborate with a small team to agree distribution of and deliver shared tasks.
* Experience of assisting senior colleagues in planning and prioritising future work, making proactive decisions regarding diary management.
* Experience of planning, organising and efficient delivery of meetings and events such as workshops or focus groups.
* Ability to proactively collaborate with colleagues within and beyond the department to plan events and meetings, share best practice and develop improved processes.
* Ability to organise resources effectively for short, medium and long‑term plans, considering the impact on workload, objectives and outcomes.
* Experience of responding to queries and providing advice based on information specific to each situation.
* Experience of contributing to the work of an organisation beyond your own role.
* Desirable: Experience of working in a large complex organisation.
Details
* Grade: 5
* Salary: £27,319 to £31,236 (potential to progress to £33,951)
* Work arrangement: Full‑time
* Line manager: Team Support Manager
* Direct reports: N/A
Benefits
* Minimum of 38 days annual leave (including bank holidays and closure days), with the ability to purchase additional days.
* Flexible working opportunities, including hybrid working for some roles.
* Generous pension scheme.
* Wide range of discounts and rewards on shopping, eating out and travel.
* Staff networks providing opportunities for social interaction, peer support and personal development (e.g. Race Equality, LGBT+, Women’s and Parent’s networks).
* Recognition awards to reward staff who go above and beyond.
* Commitment to development with access to learning and mentoring schemes integrated with the Professional Services Shared Skills Framework / Technical Career Route.
* Family‑friendly policies: paid time off for parenting and caring emergencies, support for menopause, paid time off and support for fertility treatment, and more.
Equal Opportunity Statement
Our diverse community of staff and students recognises the unique abilities, backgrounds, and beliefs of all. We foster a culture where everyone feels they belong and is respected. We are a Disability Confident Employer. If you have a disability and meet the essential criteria for this job you will be invited to take part in the next stage of the selection process.
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