Job details - Hours: 22 hours per week, 9am to 5pm - Days: Monday, Tuesday & Friday (at least one to two days in the open plan office) - Salary: £30,805 (pro rata) - Parking available on site (£2 per day) Previous experience * Significant prior experience of executive assistant or senior administrative roles including complex diary management * Experience of servicing committees is also desirable. * Experience of working in a higher education environment may be an advantage but is not essential. Job Specification * Independently manage the diaries and workloads of University Executive Board (UEB) members, ensuring meetings are scheduled well in advance, project deadlines are tracked, and urgent matters are prioritised effectively. * Facilitate strong communication and collaboration between UEB members, senior University leaders (including Deans and Directors), and external contacts such as statutory bodies and international institutions. * Coordinate travel arrangements and process expenses, while managing moderate budgets and procurement tasks as required. * Provide high-level administrative support for confidential meetings, including preparing agendas and papers, taking minutes, and tracking follow-up actions. * Draft reports and presentations for internal and external audiences on behalf of UEB members, with minimal supervision. * Coordinate communication and engagement between UEB members and their senior leadership teams. * Act as the first point of contact for external enquiries directed to UEB members, responding appropriately and escalating matters when necessary. * Support or lead projects on behalf of UEB members, collaborating closely with departments such as Evaluation & Policy (EPD) and Planning & Performance (PPD). * Organise events on behalf of UEB members, ensuring smooth planning and execution. * Contribute to the effective operation of the Vice-Chancellor's Office, the central support hub for the University Executive Board. * Deliver a consistent and professional reception service, including telephone and visitor reception duties during standard working hours, in collaboration with office colleagues. * Communicate effectively with a wide range of stakeholders, including senior leaders, adapting communication style to suit the audience and context, particularly when handling sensitive information. * Demonstrate a strong customer service ethos, working collaboratively across teams to provide responsive and high-quality administrative support. This includes flexibility to assist across different areas, support various senior staff, and provide cover during peak periods or absences. * Exercise sound judgement in problem-solving, such as identifying issues requiring UEB attention, managing competing priorities, and resolving scheduling conflicts. * Manage email inboxes on behalf of UEB members, as agreed. Skills and Competencies * Advanced IT proficiency, with expert-level knowledge of Microsoft Office applications, particularly Word, Excel, PowerPoint, and Teams. * Strong experience in managing both electronic and paper-based filing systems, ensuring efficient organisation and retrieval of information. * Excellent collaborative skills, with a proven ability to work effectively within teams and build positive working relationships. * Outstanding interpersonal and communication skills, demonstrating confidence, diplomacy, and discretion when handling sensitive matters. * Proven ability to manage relationships with a diverse range of internal and external stakeholders across all levels. * Skilled in processing and synthesising large volumes of information, producing accurate and timely minutes, records, and action plans. * Exceptional attention to detail, including high-level proofreading capabilities and a commitment to accuracy. * Ability to work independently under pressure, managing competing priorities and meeting tight deadlines with minimal supervision. * Strong written communication skills, with the ability to draft high-quality correspondence and documentation proactively. * Trusted to always handle confidential information with integrity and discretion. * Demonstrated ability to: - Make informed decisions and solve problems in complex environments. - Analyse and evaluate information to support sound judgement. - Communicate clearly and effectively across various formats and audiences. - Maintain a proactive, self-directed approach to work. * High levels of literacy and numeracy, supporting effective communication and data handling. * Sound understanding of information governance, ensuring compliance with relevant policies and procedures. Blue Arrow is proud to be a Disability Confident Employer and is committed to helping find great work opportunities for great people.