Purpose
To provide a comprehensive personal assistant and secretarial service to the Dean of School and others as agreed, and to work co-operatively with other administrative and support staff in the School.
Duties
1. To be responsible for all matters concerning the Dean's correspondence:
- Receive all correspondence, log, sort, redistribute, redirect and reply as required,
- Assist the Dean with priority for action / reply,
- Distribute all outgoing correspondence,
- Draft standard letters and memos as required.
2. To undertake effective communication and liaison at all levels, both internal and external to the University at National, International and Governmental levels.
3. To undertake word-processing and/or audio typing of letters, memoranda, reports, notes, minutes, presentation materials and statistical data etc. using appropriate software packages.
4. To arrange and service meetings, prepare agendas, minute meetings, distribute action sheets, maintain records and check action taken as required for the School.
5. To provide assistance to the Dean through personal organisation:
- Maintain and control diaries, and time management,
- Maintain a central note on senior staff cover within the Department,
- Record sickness absence and annual leave for staff,
- Arrange travel and accommodation for the Dean, and others, if required,
- Prepare files and papers in advance as required by the Dean, for meetings, committees, interviews etc,
- Assist with the completion and processing of financial documentation i.e., purchase orders, invoices, claim forms,
- Manage and prioritise email correspondence.
Knowledge, Skills, and Behaviours (Essential)
- Substantial recent experience working as a PA or equivalent (Application/Interview).
- Experience with computerised systems/ databases (Application/Interview).
- Experience and confident in the use of the Microsoft Office suite of packages, electronic diary and filing systems (Application/Interview).
- Experience of working in an environment with a high degree of customer contact (Application/Interview).
- A range of GCSEs, including English Language and Maths at Grade C or above, or appropriate equivalent experiential learning (Application).
- Word Processing/typing/IT qualification or demonstrable equivalent experiential learning (Application).
- Skilled in the professional presentation of information (Application/Interview).
- Ability to work consistently under pressure, prioritise work and meet deadlines (Application/Interview).
- Ability to research, organise, analyse and present information both verbally and in the form of reports (Application/Interview).
- Ability to communicate effectively with staff and students and other agencies in person, in writing and on the telephone (Application/Interview).
- Excellent organisational skills (Application/Interview).
- Minuting skills (Application/Interview).
- Ability to be assertive, tactful and to maintain confidentiality (Application/Interview).
- Ability to work unsupervised and to exercise judgement and initiative (Application/Interview).
- Ability to work alone or as a member of a team (Application/Interview).
- A flexible approach to work (Application/Interview).
- An understanding of and demonstrable commitment to the University's Values of Common Sense, Compassion, Teamwork, Attention to Detail and Trust, as a framework for decisions, actions and behaviours (Application/Interview).
Knowledge, Skills, and Behaviours (Desirable)
- Experience of working in an education environment (Application/Interview).
- 'A' level or equivalent qualifications (Application).
- Shorthand qualification (Application).
- Audio typing skills or willingness to learn (Application/Interview).
RQ1343283