Senior PA

  • Location
    London, Greater London
  • Salary
  • Category
    Education & Childcare - Education Administration
  • Job type
  • Industry
    Education and Childcare
  • External Reference

Job Purpose
To provide administrative and secretarial support for the PVC Dean. The responsibilities of the post will include: managing diaries, handling correspondence, organising travel, assisting in the preparation of documents, presentations and papers, preparing briefings for meetings and organisation of events.

Main Responsibilities

1. To manage the day to day operations of the Faculty Executive Office comprising the PVC Dean's office.

Responsible for managing the work flow and developing processes and procedures and managing a range of diverse administrative systems across the office.

2. First point of contact for the Faculty Executive office. Able to provide informed advice and guidance across a wide range of issues that come under the responsibility of the Dean.

3. Researching and routing correspondence, drafting letters and documents, analysing information. Making decisions on what the PVC Dean should see, what the post holder can deal with and delegating work to members of the Faculty Management Team.

4. Manage the PVC Dean's email inboxes to highlight urgent emails, and prepare replies on their behalf in accordance with University policies and procedures.

5. Maintain confidentiality on all aspects of communication in and out of the Faculty Executive Office.

6. To coordinate travel itineraries for the Faculty Executive Office, including high profile external visitors and ensuring that travel abroad is planned and operated in accordance with the University policy and guidance.

7. To develop and maintain paper and electronic filing systems, including confidential files. Locate documents, files and correspondence at short notice.

8. To conduct desk research and analyse data to prepare reports and documents. To provide historical reference by developing and managing the filing and retrieval system for the Faculty Executive Office.

9. Act as Committee Secretary to plan, prepare and organize all Faculty meetings involving the Faculty Executive Office, including Advisory and Oversight Committees. Ensure they are properly administered such as planning meeting dates, booking rooms, sending out notifications and minuting. To transcribe notes / minutes, proof read, format and copy edit documents and correspondence.

To oversee coordination and collation of reports for meetings and ensure departmental deadlines are met.

As Committee Secretary you will be fully conversant with the terms of reference, remit and powers of the committee and its relationship to other committees to ensure a coherent reporting audit trail.

Produce formal minutes in excellent written language demonstrating accuracy, impartiality and a clear understanding of the purpose of the committee and the wider governance arrangements. Ensure all records are maintained for audit purposes.

Advise the Chair on regulatory, procedural, wider University/Faculty context or other matters that might arise from the consideration of a particular item. Guide the committee to its past decisions as relevant.

Support the Chair in the development and management of strategic targets and to communicate with committee members on behalf of the Committee on strategic matters.

Keep membership records up to date and monitor committee member action points, serve as the authority on past actions, policy and strategy, coordinate any social activities for the committees and ensure committee meetings are run according to their
terms of reference.
10. To undertake projects on behalf of the Faculty Executive Office including event organisation and management.

11. Ensure the Faculty Executives are kept well informed of what appointments are approaching, daily, weekly and end of term so that appropriate searches or reviews are
12. To supervise, coach and train new or junior staff on an ad hoc basis.

13. To maintain a commitment to continuing personal development to ensure that relevant knowledge and skills are kept up to date.

14. To ensure that all operations deliver maximum student satisfaction and true value for
money, and are carried out efficiently and are fully compliant with all appropriate agreements and legislation.
15. To maintain accurate financial records to enable the PVC Dean's corporate credit card to be reconciled on a monthly basis.
16. To ensure that the PVC Dean is prepared for all meetings in a timely manner with all associated paperwork printed off if required.

17. Actively seek to implement the University's Health and safety policy, and give due regard to the health and safety of themselves and others when carrying out duties.

18. Actively seek to implement the University's Equal Opportunities Policy and promote equality of opportunity in relation to the duties of the post.
19. To undertake any other duties that may reasonably be requested appropriate to the
grade and responsibilities of the post.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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Please apply with your CV to: Louise corke