The Post
*Internal applicants only*
We are seeking a skilled, highly organised, and dynamic individual for the role of PA / Office Manager to the Executive Director of HR & Organisation Development. This position is instrumental in providing high-level administrative support to the Executive Director, facilitating communication, managing budgets, and contributing to the efficient and smooth operation of the directorate.
The ideal candidate will be proactive with an eye for detail alongside being capable of handling and prioritising a wide range of administrative tasks.
Experience of budget management and reconciliation, continuous improvement of operational processes as well as highly developed digital skills are required. Candidates will be expected to operate with discretion, exercise sound judgement and be confident communicating with staff across all levels of the organisation.
Description of Duties
1. Manage the Executive Director’s calendar, schedule appointments and co-ordinate meetings
2. Act as the first point of contact for the Executive Director, managing and responding to incoming correspondence, emails, and telephone calls, progressing, and tracking matters as appropriate including identifying priority items of business for immediate attention and taking action and identifying courses of action where possible
3. Manage travel arrangements, itineraries, and related expense reporting
4. Draft, proofread and edit documents, reports and correspondence as required
5. Co-ordinate all papers required for committee/other meetings including organising and preparing agendas, gathering papers, preparing minutes, and tracking the progress of actions across the directorate
6. Lead and manage directorate support staff
7. Lead, manage (and oversee) directorate operational activity including that associated with health and safety, business continuity and space management
8. Develop, implement, and seek ways to continuously improve office administrative systems and procedures, to ensure the efficient running of the HR & OD Directorate and optimisation of space
9. Manage and reconcile directorate budgets (including processing purchase orders and invoices) and associated spend to ensure quarter end and budget planning is accurate
10. Co-ordination and oversight of papers required for committee/other meetings including organising and preparing agendas, gathering papers, preparing minutes, and tracking the delivery of actions across the directorate
11. Assist in the planning and delivery of directorate projects, ensuring deadlines are met and objectives are achieved
12. Gather information on specific topics, preparing summaries and reports to assist the Executive Director in decision making
13. Develop and maintain excellent, professional working relationships and work collaboratively with a range of stakeholders within and out with the University, acting as a role model for the HR&OD directorate
14. Represent the Executive Director of HR & OD and other senior members of the directorate as appropriate
15. Contribute to, and participate in, sector and other external bodies and networks
16. Undertake any other duties as required in line with the role requirements
Essential Criteria
17. Educated to degree level or equivalent
18. Excellent digital skills including those related to Microsoft SharePoint, word, excel, PowerPoint
19. Substantial experience as an Executive Assistant/PA working directly to an executive level position within a large and complex organisation
20. Excellent organisational skills, with the ability to work pro-actively, calmly, and accurately to prioritise and manage high volumes of activity at the same time
21. Strong written and verbal communication skills, with experience of drafting and developing communications that can often be complex, time sensitive and have related compliance or legal contexts
22. A team player with a flexible approach and ability to both influence and enable others to adapt to change
23. Excellent attention to detail, including proof reading skills
24. Ability to deal with highly confidential and sensitive information with discretion and diplomacy, always maintaining confidentiality
25. Experience of providing committee support, drafting agendas, and writing minutes to tight deadlines
26. Experience of office management e.g. supplier management, budget management, event management and coordination
27. Experience of managing systems for tracking workflow and follow up actions
28. Flexible approach, self-motivation, resilience, and ability to work calmly under pressure
Desirable Criteria
29. Knowledge of the higher education sector and current issues and challenges facing universities
30. Knowledge of HR practices
Additional Information
Full time.
Open ended.
The closing date for applications is midnight on Wednesday 7 January 2026.
Interviews are expected to take place in person on Thursday 15 January 2026.
The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity.
Behaviours and Competencies
The role holder will be required to evidence that they can meet the qualities associated with the following behavioural competencies, as detailed within the AUA Competency Framework.
31. Managing self and personal skills
Being aware of your own behaviour and mindful of how it impacts on others, enhancing personal skills to adapt professional practice accordingly.
32. Delivering excellent service
Providing the best quality service to external and internal clients. Building genuine and open long-term relationships in order to drive up service standards.
33. Finding solutions
Taking a holistic view and working enthusiastically to analyse problems and to develop workable solutions. Identifying opportunities for innovation.
34. Embracing change
Being open to and engaging with new ideas and ways of working. Adjusting to unfamiliar situations, shifting demands and changing roles.
35. Using resources effectively
Identifying and making the most productive use of resources including people, time, information, networks and budgets.
36. Engaging with the wider context
Enhancing your contribution to the organisation through an understanding of the bigger picture and showing commitment to organisational values.
37. Developing self and others
Showing commitment to own ongoing professional development. Supporting and encouraging others to develop their professional knowledge, skills and behaviours to enable them to reach their full potential.
38. Working together
Working collaboratively with others in order to achieve objectives. Recognising and valuing the different contributions people bring to this process.
39. Achieving Results
Consistently meeting agreed objectives and success criteria. Taking personal responsibility for getting things done.